5.6 Describe employers’ responsibilities regarding the use of PPE

This guide will help you answer 5.6 Describe employers’ responsibilities regarding the use of PPE.

Personal Protective Equipment (PPE) is a range of clothing and equipment worn to protect workers from harm. In health and social care settings, employers have clear legal and practical responsibilities to make sure PPE is available, suitable, and used properly. These responsibilities exist to reduce the risk of injury, illness, or contamination. They are supported by legislation such as the Health and Safety at Work etc. Act 1974, and the Personal Protective Equipment at Work Regulations 1992 (as amended).

PPE can include items such as gloves, masks, aprons, eye protection, and face shields. In care settings, it is often used to protect both the worker and the person receiving care. Employers must make sure PPE is provided free of charge and used correctly.

Providing Suitable PPE

Employers must provide PPE that is suitable for the job and the individual using it. Suitability means the PPE should fit correctly, be comfortable, and offer the right level of protection for the task. For example, gloves need to be the right size to prevent tearing and to allow dexterity.

Suitability involves checking:

• The PPE type matches the hazard it is protecting against
• The size and fit are correct for the wearer
• The material used will offer adequate protection
• The PPE does not interfere with the ability to carry out work safely

If PPE is uncomfortable or unsuitable, workers are more likely to avoid using it. This creates greater risk. Employers must listen to feedback from staff and make changes where needed.

Ensuring PPE is Available

Employers must make sure PPE is readily available whenever it is required. This means having enough stock in the workplace and storing it in a clean and accessible location.

For example, gloves should be stored in boxes near areas where care tasks take place. Masks and aprons should be placed where infection control procedures are followed. This reduces delay and ensures staff can put PPE on immediately when required.

An adequate supply avoids situations where staff might improvise or work without protection. Employers must monitor stock levels regularly and order replacements before supplies run low.

Maintenance and Safety Checks

PPE must be maintained in a safe and clean condition. Employers need to put systems in place for checking and cleaning PPE regularly. Disposable PPE should be replaced after use. Reusable PPE, such as certain protective eyewear, must be washed or disinfected according to manufacturer instructions.

Maintenance responsibilities include:

• Inspecting PPE for signs of damage or wear
• Cleaning PPE according to health and safety guidance
• Storing PPE correctly to prevent damage or contamination
• Repairing or replacing damaged PPE immediately

Any PPE that is worn, broken, or dirty could put the worker at risk. It is the employer’s role to ensure no unsafe PPE is in use.

Training and Instruction

Employers must train staff to use PPE correctly. This might include demonstrations, written instructions, posters, or supervised practice. Training should cover how to put PPE on, how to remove it safely, and how to dispose of it or store it once used.

Key training points may include:

• How to select the right PPE for different tasks
• How to adjust PPE for proper fit
• How to work safely while wearing PPE
• How to remove PPE without spreading contamination
• How to store PPE after use

Workers need clear guidance. Failure to use PPE correctly could mean the equipment does not protect the wearer or could even spread infection.

Informing Staff of Hazards

Employers have a duty to tell staff about any risks in their work environment. This includes explaining which hazards require PPE. Workers need to understand why PPE is necessary and what risks it reduces.

Risk information should be given in plain language and may include:

• The type of hazard present, such as infection or chemical exposure
• The part of the body that PPE protects
• The possible consequences of working without PPE

Understanding the purpose of PPE helps staff take it seriously and reinforces training.

Compliance with Legislation

UK legislation requires employers to provide suitable PPE and train staff in its use. The Health and Safety at Work etc. Act 1974 states employers must protect the health, safety, and welfare of employees. The PPE at Work Regulations make clear that PPE must be provided free of charge and be of suitable quality.

Failure to comply with these laws can lead to penalties, prosecution, or civil claims. It can also cause serious harm to staff or service users. Employers must regularly review PPE processes to ensure they meet legal requirements.

Risk Assessment

Employers must carry out risk assessments to identify when PPE is needed. This means looking at possible hazards in the workplace and deciding how to control them. PPE should be considered after other measures, such as removing hazards or changing work processes, have been put in place.

Risk assessments should cover:

• The type of hazard, such as bodily fluids or sharp objects
• The likelihood of exposure
• The level of protection needed
• The suitability of available PPE

Results of the assessment guide employers in choosing the right protective equipment. Regular reviews ensure PPE still meets workplace needs.

Supervision and Monitoring

Employers must check that workers are using PPE properly. This can involve supervisors observing staff during work, reviewing incident reports, and speaking to staff about PPE use.

Monitoring serves several purposes:

• Ensures PPE is worn when needed
• Identifies gaps in training or supply
• Highlights any problems with PPE comfort or effectiveness

Employers should act quickly if PPE is not being used properly. This may mean retraining staff, improving equipment fit, or increasing availability.

Managing PPE Waste

Disposable PPE must be handled and discarded safely. Employers are responsible for providing waste bins and clear disposal procedures. Improper disposal can spread infection or cause injury.

Safe disposal steps may include:

• Using designated clinical waste bins for contaminated PPE
• Keeping waste bins covered and away from public areas
• Arranging for waste collection by licensed companies

Workers should be trained to remove PPE without touching contaminated surfaces before placing it in waste containers.

Providing PPE Free of Charge

Employers cannot charge workers for PPE they need to carry out their roles safely. All items, from gloves to face masks, must be given without cost to the employee.

This removes any financial barrier that might prevent use. Free provision is a legal requirement and must be budgeted for within the organisation’s resources.

Individual Needs and Adjustments

Employers must consider individual workers’ needs when providing PPE. For example, a worker with a latex allergy must be provided with latex-free gloves. PPE must be adjusted for different body shapes, sizes, or medical conditions.

This requires open communication between employers and staff. Workers should be encouraged to report any problems so replacements or alternatives can be found.

Keeping Records

Employers should keep records of PPE training, risk assessments, and supply orders. These records are useful for checking compliance with health and safety laws.

Record-keeping can include:

• Dates when PPE training was given
• Details of PPE supplied to staff
• Reports of PPE maintenance and inspection
• Incident reports involving PPE failure

Well-kept records make it easier to track patterns and improve processes.

Emergency Situations

Employers must plan for emergencies where PPE use is critical. This could include outbreaks of infectious disease or exposure to hazardous chemicals. Emergency plans should include rapid distribution of PPE and clear instructions for staff.

Training should prepare workers for these situations so they can respond effectively under pressure.

Communication and Consultation

Employers should involve staff in discussions about PPE. Talking to workers helps identify problems early and improves PPE compliance. This could be done through health and safety meetings, surveys, or informal conversations.

Listening to staff feedback can lead to improved comfort, fit, and usability of PPE in daily work.

Supporting Good Habits

Employers should create a workplace culture where PPE use is normal and expected. This means senior staff set an example by wearing PPE correctly. Signs and posters can act as reminders, and positive reinforcement can encourage good practice.

Recognition for staff who follow PPE procedures well can help reinforce the message that PPE is important for everyone’s safety.

Final Thoughts

Employers in health and social care have a clear duty to provide, maintain, and monitor PPE use. This responsibility is not only about meeting legal requirements but about keeping staff and service users safe from harm. It affects everyday tasks and long-term health.

Good PPE management starts with assessing risks, supplying suitable equipment, and making sure staff know how to use it effectively. It continues with monitoring, feedback, and constant improvement. A workplace where PPE is reliably available, comfortable, and correctly used is a workplace where risks are reduced and safety is respected.