IPC First Aid Policy

The details of this document appear below or can be viewed and downloaded here IPC First Aid Policy January 2019

The Information and Privacy Commission NSW (IPC) aims to ensure the health, safety and welfare of all employees, visitors and contractors by adopting a proactive and holistic approach to injury prevention, injury management and wellness management.

First aid is the initial and immediate attention to a person suffering an injury or illness. The aim of first aid is to:

  • preserve life
  • reduce the severity of injury or illness
  • reduce unnecessary stress and anxiety
  • arrange for a referral to emergency services or medical treatment where appropriate.

The IPC developed the first aid plan (plan) to:

  • maintain an appropriate level of first aid resources
  • outline the steps to follow when first aid is required
  • ensure that employees record injuries appropriately in the event that someone is injured
  • support legislative compliance.

The plan applies to management, employees and any other stakeholders on the premises.

This plan covers:

  • what to do when first aid is required
  • the roles and responsibilities of employees when first aid is required
  • how the IPC assesses first aid requirements in line with legislative requirements
  • how to report incidents and treatment in line with legislative requirements.

1. First aid procedure

A first aid officer must be alerted when first aid treatment is required.

The first aid officer must provide treatment in line with their training and with the first aid procedure flowchart (Appendix A).

Emergency contact details are located in Appendix B.

Instructions for calling an ambulance can be found in Appendix C.

First aid officers can direct the casualty and other employees to assist in the provision of first aid.

In the event of an evacuation, first aid officers must continue to treat casualties at the evacuation point if it is safe to do so.

2. Roles and responsibilities

2.1          The IPC

The IPC is committed to:

  • ensuring the IPC is provided with first aid facilities appropriate for the size of the workplace
  • appointing first aid officers with current and accredited first aid training
  • ensuring appointed first aid officers are paid the first aid allowance
  • encouraging all employees to exercise a duty of care for the health and safety of their colleagues.

2.2          The Director, Business Improvement

The Director, Business Improvement:

  • manages the risk of injury and illness in our workplace
  • allocates resources for first aid
  • ensures there is a current and effective first aid plan and procedure.

The Director, Business Improvement also:

  • coordinates first aid training and awareness of the plan and procedure
  • coordinates the payment of allowances to first aid officers
  • maintains a record of appointed first aid officers and certification expiry dates
  • ensures that injuries and illness are reported.
  • provides information and support to first aid officers where required.

2.3          First aid officers

First aid officers provide first aid treatment to injured or ill employees and visitors.

The first aid officers:

  • maintain current senior first aid certificates
  • deliver initial treatment in line with their level of training and competence
  • record all treatment provided on the first aid register
  • ensure that first aid kits are tidy, stocked and do not contain unlabelled or expired items
  • advise the Director, Business Improvement of anything that may impact on their first aid duties
  • participate in emergency evacuation procedures.

The Information Commissioner has given the first aid officers the authority to take charge in a first aid emergency. They may direct other employees to assist in managing a first aid situation until or unless emergency services officers take over.

2.4          Employees

All employees support the first aid officers by:

  • understanding and complying with the plan and procedures
  • referring employees or visitors requiring first aid treatment to an available first aid officer
  • reporting incidents through the Employee Self Service system (ESS)
  • following any directions given by first aid officers when first aid treatment is required
  • exercising a duty of care for the health and safety of colleagues.

The IPC encourages employees to disclose known medical conditions to first aid officers. Any health information given will not be disclosed to other employees, except if required in a medical emergency. Records, if provided, will be kept in a secure location and will only be accessed by senior first aid officers and the Director, Business Improvement.

Managers have the additional responsibility to:

  • promote awareness of the roles and responsibilities under this plan
  • maintain the register of injuries.

3. First aid provisions

The First Aid in the Workplace Code of Practice (SafeWork NSW) is a practical guide on how to comply with first aid requirements under the Work Health and Safety Act 2011. The IPC has followed this guide to assess the appropriate level of first aid care to provide for our workplace.

3.1          First aid kits

The IPC has provided three first aid kits for the provision of first aid treatment:

Location                                                     Type of kit

Kitchen area

Fixed to wall

Lynley Mattes’ desk


Each first aid kit at the IPC contains the following:

Item description                                                                                         Quantity

Instructions for providing first aid - inlcuding Cardio-Pulmonary Resuscutation (CPR) flow chart


Adhesive Strips - hypo-allergenic 50's


Adhesive strips - Waterproof 30's


Bag resealable small - 10 cm x 8 cm


Bag resealable medium - 5cm  x 23 cm


Bag resealable large - 23 cm x 30 cm


Bandage Compression Exttra Firm 10 cm


Bandage Confroming Light 5 cm x 1.5 m


Bandage Confroming Light 7.5 cm x 1.5 m


Emergency Accident Blanket


Emergency First Aid Book


Eye Pad


Forceps Pointed 2.5 cm x SS Sharp


Gauze Swabs 7.5 cm x 7.5 cm x 5


Gloves Nitrile Large Pair (Disposable)


Hydro Gel Sachets 3.5 g


Instant ice pack (e.g. for treatment of soft tissue injuries and some stings)


Non Adherent dressing 7.5 cm x 10 cm


Non Adherent dressing 5 cm x 5 cm


Non Adherent dressing 10 cm x 10 cm


Notepad and pencil


Pen Ballpoint (Black ink)


Resuscitation Face Shield (With valve)


Resuscitation Face Mask (Disposable)


Safet pins (Assorted x 2 each)


Saline Steritube 15 ml


Scissors Medical 2.5 cm SS Sharp/Blunt


Splinter Probe (Disposable)


Swabs Antiseptic


Swabs Iodine


Tape - hypoallergenic 2.5cm x 9 m


Triangular bandage 110 cm x 110 cm


Wound Dressing No. 14 - Medium


Wound Dressing No. 15 - Large


Wound cleaning wipe (single 1% Cetrimide BP)


In addition to the above, the following items are also available:

Item description                              Quantity           Location

Pocket mask


Lynley Mattes’ portable first aid kit

Hot and cold pack (for cold use)


Freezer – kitchen area

Prescribed or over-the-counter medications are not supplied in first aid kits because of their potential to cause adverse health effects. Employees should carry their own medication for personal use as necessary.

Please refer to Appendix D for first aid kit procedures.

3.2          First aid officers

The IPC considers our workplace to be a low risk office environment with fewer than 30 FTE staff, and has appointed two first aid officers (Safework NSW recommends 1 first aider for every 50 staff for low risk workplaces) and provided them with accredited training through St John Ambulance.

Name                             Location                  Extension               Certificate expiry

Lynley Mattes



April 2022

The IPC has the discretion for the appointment of senior first aid officers. The IPC bases appointment on:

  • possession of or ability to gain current accreditation from St John Ambulance, Red Cross (or equivalent)
  • reliable attendance at the workplace and availability to provide first aid at short notice
  • reasonable good health and capacity to deliver first aid
  • ability to communicate and relate well with employees and visitors
  • ability to maintain the confidentiality of disclosed medical conditions of employees
  • awareness and understanding of the responsibilities of a first aid officer (including appropriate use of referral and support services).

If there are fewer than two senior first aid officers at our workplace but there are no interested employees, the Director, Business Improvement will make arrangements to nominate a first aid officer.

The IPC encourages employees to consider first aid training as part of their development, subject to the agreement and support of their supervisor.

The IPC will fund first aid training for appointed senior first aid officers and for other employees who wish to undertake first aid training, subject to support from their manager and approval by the Director, Business Improvement.

The first aid allowance is payable to the two appointed first aid officers. In the event where a designated officer is on leave or absent from the IPC, the first aid allowance may be payable to a replacement first aid officer if one is available with current certification. Information regarding the first aid allowance can be found in the  Crown Employees (Public Service Conditions of Employment) Reviewed Award 2009 (clause 51).

Application for the allowance is made using the application form on the DoJ intranet. A fact sheet about claiming the allowance is also available.

3.3          First aid area – kitchen

The IPC is not required to have a dedicated first aid room; however the kitchen area can be used as a first aid area if required. It meets the following key requirements of a first aid room:

  • close to toilets and hot, cold and boiling running water
  • disposable paper towels
  • an electric powerpoint
  • cupboards for storage
  • couch, blankets and pillows*.

* Blankets and pillows to be provided in the near future.

Precautions for infection control

First Aid Officers must take all reasonable precautions to avoid becoming exposed to infection when rendering first aid. The IPC must provide First Aid Officers with appropriate first aid equipment to prevent unnecessary exposure to contaminated material and possible subsequent infection. If any worker is exposed to a potential source of infection, they must seek medical attention.

4. Incident reporting and record-keeping

All employees are obliged to report and record incidents as soon as possible after the event, no matter how trivial the injury or illness may initially seem.

Reporting of incidents, injuries, near misses and hazards is done through the Health and Safety portal in SAP; a ‘how to’ guide is available on the DoJ intranet. A local register is also maintained in EDRMS – 18/9001/DJ (for 2018-2019). On registering an incident in SAP, a workflow notice will be sent to the employee and their manager. The system also records the investigation of incidents.

The DoJ intranet has a page on Incident Management.

4.1          First aid register – first aid officers

The attending first aid officer must also complete the first aid register when they have administered treatment. The first aid register is different to the register of injuries. The format of the register is the Administered First Aid Record Form at appendix E. Records of first aid administered must be stored in a secure location and in line with the DoJ’s record keeping requirements.

Furthermore, in line with the DoJ’s Incident Reporting Procedure, all first aid administered must also be recorded in the applicable incident reporting system. On request, a person who has received first aid must be given access to a copy of their own report and any other records of their care.

5. Assessment of first aid requirements

The Director, Business Improvement (or their delegate) considers the following factors to help determine the appropriate first aid facilities and the number of trained first aid officers required for our workplace.

  • the location of the workplace (the office and external work environments if applicable).
  • the size and layout of the workplace and physical environment.
  • the type of work undertaken in the workplace.
  • any possible injuries and potential hazards (eg cuts, burns, sprains, strains or crush injuries).
  • the maximum number of employees and visitors to the workplace at any one time
  • the particular needs of employees with a disability or known health concern.

The Director, Business Improvement consults with employees during this process, and meets with first aid officers periodically.

The first aid requirements are reviewed when circumstances change.

6. Communication of the plan

The IPC advises all employees of the location of the First Aid Plan (EDRMS & on kitchen notice board) and introduces them to the First Aid Officers during their induction.  The IPC also displays the following posters prominently in the workplace:

  • first aid officer and emergency contacts list (Appendix B)
  • first aid procedures (Appendix A),
  • first aid kit procedures (Appendix D).

The IPC raises awareness of the plan through periodic presentations in staff meetings and WH&S training. Managers help to ensure their teams are aware of their responsibilities.

7.  Legislative requirements and liability

Clause 42 of the Work Health and Safety Regulation 2011 requires the IPC to provide first aid facilities for the workplace.

The IPC is responsible and may be held to be liable for the actions of its employees. The First Aid Officers are protected from claims of negligence provided that they provide a reasonable standard of care and their actions do not result in loss or damage. This protection may not extend to employees:

  • whose training has lapsed
  • are considered to be outside of WorkCover accreditation guidelines
  • administer first aid recklessly
  • act beyond their level of training or competence.

Managers and other employees who deliver first aid in the event of a first aid officer being unavailable are also protected by the IPC as long as they do not act recklessly or do anything beyond their level of first aid competence.  

8. References

  • Work Health and Safety Act 2011
  • Work Health and Safety Regulation 2011
  • Workers Compensation Act 1987
  • Workplace Injury Management and Workers Compensation Act 1998
  • First Aid in the Workplace Model Code of Practice July 2015 (SafeWork NSW)
  • Crown Employees (Public Service Conditions of Employment) Reviewed Award 2009 www.ambulance.nsw.gov.au.

9. Document information and history


First aid plan


Information and Privacy Commission NSW


Liz Ryan; Kathryn Luis and Cheyne Wright

Approved by

David Marcus, Director, Business Improvement

Date of effect


Review date


File reference



Version            Date                                  Reason               






revised draft



revised draft



revised draft



final draft



version 1.0



version 2.0 draft



Version 2.1 final



Version 3.0 draft


Appendix A - see document

First aid procedure - see document

Appendix B - see document

Emergency contact information

  • Emergency (fire, police, ambulance)       Triple Zero (000)
  • First aid officers
    • Lynley Mattes   8071 7083 (ext 17083)         
  • Building Manager
    • David Xia, Dexus FM       0407 936 550


  • NSW Poisons Information Centre             131 126
  • Alcohol & Drug Information Service – Sydney     1300 889 788
  • Sexual Abuse Helpline   131 200
  • Employee Assistance Program (EAP)       1300 366 789
  • Closest hospital                Sydney Hospital

                8 Macquarie Street

                Sydney NSW 2000

                (02) 9382 7111

  • Closest doctor   Sydney Premier Medical & Health Centre

                309 Pitt Street

                Sydney NSW 2000

                (02) 8964 8677

                Hyde Park Medical Centre

                Shop 1/175 Liverpool St

                Sydney NSW 2000            (02) 9283 1234


Appendix C - see document

Requesting an ambulance

  1. Dial Triple Zero (000) from a phone near the casualty.
  2. Ask the operator for AMBULANCE.
  3. Give our location.

Level 17, 201 Elizabeth Street (corner of Pitt Street) (or alternative location if applicable)

Advise operator that an employee will be out the front of the building to direct ambulance officers, and that a lift will be waiting.

  1. Provide direct contact number
  2. Give details of the problem, including:
    • exactly what happened
    • age of casualty
    • whether casualty is conscious and breathing
    • any treatment administered
    • whether a first aid officer is on site.

Remember to stay calm and stay on the phone as long as needed.

  1. Contact the Building Manager, David Xia of Dexus FM on 0407 936 550  to arrange a lift to be held for the ambulance officers.

Key questions sourced from: http://www.ambulance.nsw.gov.au/Media/docs/CallinganAmbulanceflowchart-…

Appendix D - see document

First aid kit procedures

  • First aid kits are located:

location                                                            fixed/portable

Kitchen area


Lynley Mattes’ desk


  • In the event of an evacuation, first aid officers must take portable first aid kits if safe to do so.
  • First aid kits are provided for first aid treatment only.
  • Do not remove any item from this kit without permission from a first aid officer (or the Director, Business Improvement if unavailable).
  • A first aid officer must stay with a casualty at all times unless other arrangements have been made.
  • Kits must be kept tidy at all times and restocked when needed.
  • Report first aid treatment and incidents:
    • First aid register (first aid officer)
    • SAP Health & Safety system – incident (casualty)
    • Register of injuries (manager)

Appendix E - see document

Administered First Aid Record Form







Name of injured/ill person





Name of first aid officer





Nature of injury/illness





Item(s) used





Further treatment advised (if applicable)





Reported on ESS by injured person or manager?





Injured person’s signature (or manager if unavailable)





First aid officer’s signature