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Staff Training & Competence Matrix

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STAFF DETAILS: Record each person's full name, job title, start date, and the specific role-based training profile assigned to them. This profile defines which training modules are mandatory for that person. Update it whenever someone changes role, takes on new responsibilities, or moves to a different area of the building, as Regulation 13(2) of the Management of Health and Safety at Work Regulations 1999 requires fresh or supplementary training whenever exposure to risk changes.
TRAINING MODULE NAME AND LEGAL DRIVER: For each training entry, record the exact module title (for example: Fire Safety Awareness, Emergency First Aid at Work, Food Hygiene Level 2, Manual Handling, COSHH Awareness, Safeguarding Adults/Children, Display Screen Equipment). Note the specific legal driver alongside it (for example: Regulatory Reform (Fire Safety) Order 2005, Article 21; Health and Safety (First-Aid) Regulations 1981; Retained Regulation (EC) No 852/2004 as applied by the Food Hygiene (England) Regulations 2006; Manual Handling Operations Regulations 1992; Control of Substances Hazardous to Health Regulations 2002, Regulation 12). This makes the purpose of each line auditable at a glance.
DATE COMPLETED AND CERTIFICATE EXPIRY: Record the date training was completed, the certificate or course reference number (where issued), the name of the trainer or training provider, and the expiry or review-due date. Fire safety awareness: review annually or after any significant change to premises or procedures (RR(FS)O 2005, Article 21, no fixed statutory interval but annual is recognised best practice). Emergency First Aid at Work and First Aid at Work certificates: 3-year validity, renewal must be completed before the certificate expires (Health and Safety (First-Aid) Regulations 1981; HSE guidance). Food hygiene: no fixed statutory refresher interval, but training must remain commensurate with work activity under Retained Regulation 852/2004, Article 10; industry practice is every 3 years at Level 2 or sooner if role changes. Manual handling: no fixed statutory interval under MHOR 1992, Regulation 4; HSE guidance L23 recommends review whenever tasks, equipment or risk assessment changes, and most operators use a 3-year maximum cycle. COSHH: Regulation 12 of the COSHH Regulations 2002 mandates suitable and sufficient training but sets no fixed interval; review annually for high-risk substances and every 1 to 3 years otherwise.
REFRESHER DUE DATE AND RAG STATUS: Set a colour-coded status for every training entry: Green (current, more than 3 months to expiry), Amber (expiring within 3 months, renewal must be booked), Red (expired or no training recorded). Review the matrix at least monthly. A line manager or designated compliance lead must sign and date each monthly check to demonstrate active oversight, satisfying the general duty under Section 2(2)(c) of the Health and Safety at Work etc. Act 1974 to provide information, instruction, training and supervision.
DELIVERY METHOD AND EVIDENCE HELD: Record whether training was delivered face-to-face, via accredited e-learning, or a blended combination, and note where the supporting evidence is held (for example: certificate in personnel file, e-learning completion screenshot, attendance register). For food hygiene and first aid, retain the original certificate or a verified copy. Evidence must be retrievable within a reasonable time during an inspection; the Food Standards Agency and HSE both expect records to be available on request.
INDUCTION TRAINING SIGN-OFF: Record a separate induction row for every new starter, completed on or before their first day handling any regulated activity (food, hazardous substances, manual loads, vulnerable persons). The Management of Health and Safety at Work Regulations 1999, Regulation 13(2)(a) requires training on recruitment. The line manager and the new starter must both sign the induction record. Keep this entry even after the person leaves.

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Team

Staff Training & Competence Matrix

A Staff Training and Competence Matrix is the live register that proves every person on your team has the right training for their role and that nothing has lapsed. Without it, a single enforcement visit, accident investigation, or insurance claim can expose you to unlimited fines under the Health and Safety at Work etc. Act 1974 and leave you with no due-diligence defence.

12 checksPDF + printReviewed August 2026

Built on published UK guidance Show sources

Health and Safety at Work etc. Act 1974, Section 2(2)(c); Management of Health and Safety at Work Regulations 1999, Regulations 13(1) and 13(2); Regulatory Reform (Fire Safety) Order 2005, Article 21; Health and Safety (First-Aid) Regulations 1981, Regulation 3; Manual Handling Operations Regulations 1992, Regulation 4 and HSE Guidance L23; Control of Substances Hazardous to Health Regulations 2002, Regulations 11 and 12; Food Safety Act 1990, Section 21 (due diligence); Retained Regulation (EC) No 852/2004, Article 10 (as applied by the Food Hygiene (England) Regulations 2006); Limitation Act 1980 (6-year civil claim period); UK GDPR and Data Protection Act 2018 (retention and deletion)

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What’s on it

12 things to check.

Everything that matters, nothing that does not. Here is the full list, exactly as it appears on the template.

1STAFF DETAILS: Record each person's full name, job title, start date, and the specific role-based training profile assigned to them. This profile defines which training modules are mandatory for that person. Update it whenever someone changes role, takes on new responsibilities, or moves to a different area of the building, as Regulation 13(2) of the Management of Health and Safety at Work Regulations 1999 requires fresh or supplementary training whenever exposure to risk changes.
2TRAINING MODULE NAME AND LEGAL DRIVER: For each training entry, record the exact module title (for example: Fire Safety Awareness, Emergency First Aid at Work, Food Hygiene Level 2, Manual Handling, COSHH Awareness, Safeguarding Adults/Children, Display Screen Equipment). Note the specific legal driver alongside it (for example: Regulatory Reform (Fire Safety) Order 2005, Article 21; Health and Safety (First-Aid) Regulations 1981; Retained Regulation (EC) No 852/2004 as applied by the Food Hygiene (England) Regulations 2006; Manual Handling Operations Regulations 1992; Control of Substances Hazardous to Health Regulations 2002, Regulation 12). This makes the purpose of each line auditable at a glance.
3DATE COMPLETED AND CERTIFICATE EXPIRY: Record the date training was completed, the certificate or course reference number (where issued), the name of the trainer or training provider, and the expiry or review-due date. Fire safety awareness: review annually or after any significant change to premises or procedures (RR(FS)O 2005, Article 21, no fixed statutory interval but annual is recognised best practice). Emergency First Aid at Work and First Aid at Work certificates: 3-year validity, renewal must be completed before the certificate expires (Health and Safety (First-Aid) Regulations 1981; HSE guidance). Food hygiene: no fixed statutory refresher interval, but training must remain commensurate with work activity under Retained Regulation 852/2004, Article 10; industry practice is every 3 years at Level 2 or sooner if role changes. Manual handling: no fixed statutory interval under MHOR 1992, Regulation 4; HSE guidance L23 recommends review whenever tasks, equipment or risk assessment changes, and most operators use a 3-year maximum cycle. COSHH: Regulation 12 of the COSHH Regulations 2002 mandates suitable and sufficient training but sets no fixed interval; review annually for high-risk substances and every 1 to 3 years otherwise.
4REFRESHER DUE DATE AND RAG STATUS: Set a colour-coded status for every training entry: Green (current, more than 3 months to expiry), Amber (expiring within 3 months, renewal must be booked), Red (expired or no training recorded). Review the matrix at least monthly. A line manager or designated compliance lead must sign and date each monthly check to demonstrate active oversight, satisfying the general duty under Section 2(2)(c) of the Health and Safety at Work etc. Act 1974 to provide information, instruction, training and supervision.
5DELIVERY METHOD AND EVIDENCE HELD: Record whether training was delivered face-to-face, via accredited e-learning, or a blended combination, and note where the supporting evidence is held (for example: certificate in personnel file, e-learning completion screenshot, attendance register). For food hygiene and first aid, retain the original certificate or a verified copy. Evidence must be retrievable within a reasonable time during an inspection; the Food Standards Agency and HSE both expect records to be available on request.
6INDUCTION TRAINING SIGN-OFF: Record a separate induction row for every new starter, completed on or before their first day handling any regulated activity (food, hazardous substances, manual loads, vulnerable persons). The Management of Health and Safety at Work Regulations 1999, Regulation 13(2)(a) requires training on recruitment. The line manager and the new starter must both sign the induction record. Keep this entry even after the person leaves.
7TRAINER OR ASSESSOR COMPETENCE: Where training is delivered in-house, record the name, qualification, and competence basis of the person delivering it. The employer has no statutory defence if in-house training is delivered by someone who is not themselves competent. For regulated qualifications (for example, First Aid at Work certificates), training must be delivered by an HSE-approved organisation; record the provider's Ofqual or awarding body reference alongside the certificate.
8PRACTICAL ASSESSMENT OR OBSERVATION RECORD: For hands-on topics (manual handling, first aid, fire warden drills, food preparation hygiene), record that competence was assessed by observation, not just attendance. Note the date of observation, who assessed it, and the outcome (satisfactory or further training required). The MHOR 1992 hierarchy and the Food Safety Act 1990 Section 21 due-diligence defence both rely on demonstrated competence, not just course completion.
9INCIDENTS OR NEAR-MISSES LINKED TO A TRAINING GAP: If a RIDDOR-reportable incident, enforcement notice, or food hygiene complaint arises that is linked to a task covered by the matrix, record the incident reference number against the relevant training row and note the remedial action taken (for example: refresher booked, additional supervision introduced). This closes the audit loop and demonstrates you acted on learning, which is central to the Management of Health and Safety at Work Regulations 1999 general duty of prevention.
10RECORD RETENTION FLAG: Mark each completed row with a retention date. General health and safety training records: retain for 6 years after the end of employment (aligned with the Limitation Act 1980, which gives 6 years to bring a breach-of-contract or negligence claim). Records relating to COSHH health surveillance or exposure to hazardous substances: retain for 40 years under COSHH Regulations 2002, Regulation 11. First aid and fire warden training records: retain for 6 years after employment ends as a minimum. When a record reaches its retention date, destroy it securely and log the destruction date in accordance with UK GDPR (UK Data Protection Act 2018).
11SIGNATURE AND AUDIT COLUMN: Every entry must carry two signatures: the member of staff confirming they completed the training and understood it, and the line manager or designated person confirming the record has been checked. Add a column for the date of the last audit review. This two-signature rule means you can demonstrate both delivery and verification, which is the standard enforcement bodies (HSE, the Food Standards Agency, local authority environmental health officers, and fire safety officers) look for when they inspect.
12ROLE-CHANGE AND LEAVER NOTATION: When a staff member changes role, add a new training profile row rather than overwriting the old one. When a staff member leaves, close their section with the leaving date and mark all rows as archived. Do not delete records; keep them for the applicable retention period. Blank or deleted records after a leaver or role change are a common audit failure and remove your legal protection under HSWA 1974, Section 2(2)(c).

Good to know

The Health and Safety at Work etc. Act 1974, Section 2(2)(c) places a duty on every employer to provide information, instruction, training and supervision as is necessary to ensure the health and safety of employees. There is no cap on the fine for a serious breach in the Crown Court, and a written training matrix is frequently cited by HSE inspectors as the primary evidence that an employer met this duty or failed it.

Source: Health and Safety at Work etc. Act 1974, Section 2(2)(c); Management of Health and Safety at Work Regulations 1999, Regulations 13(1) and 13(2); Regulatory Reform (Fire Safety) Order 2005, Article 21; Health and Safety (First-Aid) Regulations 1981, Regulation 3; Manual Handling Operations Regulations 1992, Regulation 4 and HSE Guidance L23; Control of Substances Hazardous to Health Regulations 2002, Regulations 11 and 12; Food Safety Act 1990, Section 21 (due diligence); Retained Regulation (EC) No 852/2004, Article 10 (as applied by the Food Hygiene (England) Regulations 2006); Limitation Act 1980 (6-year civil claim period); UK GDPR and Data Protection Act 2018 (retention and deletion)

Good to know

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