An open workplace electrical cabinet in a tidy office corridor

Employer electrical safety duties in Bristol workplaces

8 min read
Rules and permits
Employers in Bristol have a legal duty to keep electrical systems safe for everyone who works on or near them. The Electricity at Work Regulations 1989 set out that duty. This guide explains what the regulations require, who counts as a competent person, how inspection and testing fit in and when portable appliances need attention.

Every workplace in Bristol that uses electricity depends on its installation working safely. Offices, shops, warehouses, schools, kitchens and workshops all contain fixed wiring, distribution boards, portable equipment and sockets, and each of them can cause harm if it is poorly maintained. The Electricity at Work Regulations 1989 set out the legal duties that apply to employers and others in control of work activities. This guide explains what those duties mean in practice, how they are met and where the responsibility lies when work is contracted out.

The core duty in regulation 4

The central requirement is in regulation 4 of the Electricity at Work Regulations 1989. It says that all systems must be of such construction as to prevent, so far as is reasonably practicable, danger. It also says that, as necessary to prevent danger, all systems must be maintained so as to prevent, so far as is reasonably practicable, such danger. The duty therefore has two parts: the system must be designed and built properly, and it must be kept in a safe condition afterwards.

The phrase so far as is reasonably practicable is important. It means the employer must weigh the risk against the cost, time and effort needed to remove it. The duty is not absolute, but it is demanding, and an employer cannot rely on the qualification to avoid simple precautions that would clearly reduce a serious risk. The rest of the regulations set out the other duties, including those relating to competence, protective equipment and work on or near live parts.

Who the duties apply to

Under regulation 3, the duties fall on employers and self-employed people in so far as they relate to matters within their control, and employees must co-operate with their employer and comply with the regulations for matters within their own control. In a shared building, the question of who controls the system is not always obvious. A landlord, a managing agent or a tenant may each have responsibilities depending on the arrangements in place. Where control is shared, the parties should agree in writing who will carry out inspection and maintenance, and how they will communicate faults.

Employers must also consider the people who are not employees but may be affected by the work, such as visitors, contractors and members of the public. A workplace that receives customers should treat the electrical system as part of its duty of care to them. The duty covers the whole installation, including sockets and equipment that customers may use.

Competent persons

Regulation 16 of the regulations requires that no person is engaged in work where technical knowledge or experience is needed to prevent danger or injury unless they have that knowledge or experience, or are under suitable supervision. In practice, this means work on fixed wiring, distribution boards and live parts should be carried out by a competent person. The HSE explains in its electricity guidance that competence depends on the work being done, and that some tasks need more training and experience than others.

For an employer, this means checking the competence of anyone carrying out electrical work and keeping a record of the training, qualifications and experience that support it. A maintenance technician who changes a plug is not necessarily qualified to alter a distribution board. The employer should match the task to the person, and should not assume that general handiness is enough.

Inspection and testing in practice

Maintaining an installation normally involves inspection and testing, but the law does not set a fixed interval. The frequency depends on the type of premises, the age and condition of the installation and the risk of damage. A workplace with heavy use, harsh conditions or frequent changes to its layout may need inspection more often than a quiet office. The HSE's leaflet on safety in electrical testing at work covers how the testing itself should be done safely, including the strict limits that regulation 14 places on working on or near live conductors.

The results of each inspection should be recorded and acted upon. A defect that is found should be repaired, isolated or reported, and the record should show when and how this was done. An employer who relies on a report that is never acted upon is not meeting the duty, even if the inspection was carried out properly. Keep a simple log that shows the date of each test, the person who carried it out, the result and any remedial action.

Portable appliances

Portable appliances such as kettles, extension leads, computers and power tools are part of the workplace electrical system, and they need attention too. The HSE's guidance on maintaining portable electric equipment in low-risk environments explains how a workplace can decide what checks are needed, depending on the environment and the equipment. The approach is risk-based, and a low-risk office may need a different regime from a workshop or a site.

Portable appliance testing is one method of checking equipment, but it is not the only one, and it is not compulsory. The HSE's PAT questions and answers state that the 1989 Regulations do not make inspection or testing of appliances a legal requirement and do not require it annually, and that there is no legal duty to label tested items or keep test records, although records help show that a maintenance scheme exists. A visual inspection, a check for damage and a record of what has been looked at can be enough for many items in a low-risk setting. The employer should decide the method on the basis of risk, and should be able to explain the decision if asked.

When work is contracted out

Many Bristol employers use outside electricians for inspection, repair and installation. The contract does not transfer the employer's duty. The employer must make sure the contractor is competent, that the work is described in writing and that the results are received and understood. A contract that says the contractor is responsible for everything still leaves the employer with duties to check, to record and to act on the findings.

When engaging a contractor, ask for evidence of competence and insurance, a written scope and a copy of the certificate or report at the end of the work. Ask how defects will be reported and how urgent matters will be communicated. A short written procedure shared between the employer and the contractor helps avoid confusion about who does what.

Keeping records that an inspector can follow

An inspector visiting a workplace will usually want to see how the electrical system is managed, not just whether it looks safe on the day. Records should show what the system consists of, who is responsible for it, when it was last inspected and tested, what the results were and what action was taken. A simple register of the distribution boards, their circuits and their test dates is often the easiest way to show that the system is under control. The records should be kept up to date, and they should be available to the people who need them.

Records also help the employer plan. A register that shows a board due for testing next month, or a circuit with a recurring fault, allows the employer to act before a problem becomes serious. The records should describe the actions taken as well as the defects found, so that anyone reading them can see how each issue was handled.

Training, competence and supervision

Competence is more than a certificate on a wall. An employer should be able to explain why a person is competent for the tasks they are asked to carry out, and should be able to show the training and experience that supports the decision. Where a member of staff carries out simple tasks, such as resetting a tripped device or replacing a fuse of the correct rating, the employer should be clear about the limits of those tasks and the point at which a qualified person must be called.

Supervision matters too. A less experienced person working near live equipment should be supervised by someone competent, and the arrangements should be written down. The aim is to make sure that no one is asked to do work that exceeds their knowledge, and that the people who manage the building understand what is safe and what is not.

Practical steps for a Bristol workplace

Start by listing the electrical systems in the building, including the fixed installation, the distribution boards and the portable equipment. Identify who is responsible for each part and who will carry out the inspection and testing. Set a schedule, keep the records and make sure defects are dealt with promptly. Check the arrangements at intervals, and update them when the building or its use changes.

The guide on rewiring listed buildings in Bristol covers the additional considerations that apply to heritage premises. For pricing and how electricians set their charges, see the guide on day rate, hourly or fixed price. Workplaces seeking an inspection can send details through the quote request page, and the services overview explains the electrical work offered. General questions are answered on the frequently asked questions page.