A temporary security officer may understand the booked security duties but still know nothing about the site’s fire plan. They need to recognise the alarm, know the escape routes and understand their part in an evacuation before the shift begins. A clear briefing deals with that gap.
The information must come from the site’s current fire risk assessment and emergency plan. It should fit the building, the people present and the hours being covered. A generic set of instructions is not enough when doors, access routes or staffing arrangements differ from one site to another.
Start with the site’s legal responsibilities
For most workplaces and other non-domestic premises in England, the person with responsibility for fire safety is known as the responsible person. Depending on the premises, this may be an employer, owner, landlord, occupier or another person with control of the site. GOV.UK says the responsible person must carry out and regularly review a fire risk assessment, put suitable fire safety measures in place, plan for an emergency, and give staff information, instruction and training.
Article 15 of the Regulatory Reform (Fire Safety) Order 2005 requires the responsible person to establish suitable procedures for serious and imminent danger. This includes safety drills where needed and the nomination of enough competent people to implement evacuation procedures. The Order describes a competent person as someone with enough training and experience, or knowledge and other qualities, to carry out that role properly.
Responsibility must be clear
Booking temporary security cover does not, by itself, transfer the responsible person’s fire safety duties. If the security role includes a task during an evacuation, the site should define that task through its own arrangements and provide the information and preparation needed for it.
What the fire safety briefing should cover
How to recognise and raise the alarm
Explain the alarm signal used on the site and how a fire should be reported. Confirm who is expected to call the fire and rescue service, who takes charge on site and what to do if a usual contact cannot be reached. Do not leave this to assumption, particularly during an evening or overnight shift when fewer managers may be present.
Escape routes and the assembly point
Show the officer the escape routes that apply during the booked hours. GOV.UK guidance says a fire safety and evacuation plan must provide clear passageways, suitable exits and routes, emergency lighting where needed, and a safe meeting point for staff. Check that the routes described in the briefing match the way the building will actually be used during the shift.
The officer’s duties and their limits
State exactly what the officer is expected to do if the alarm sounds. That might include directing people towards an exit, taking relevant attendance information to the assembly point, passing information to the person in charge or helping to prevent unauthorised re-entry after evacuation. The duties will depend on the site’s plan.
Do not add search, firefighting or re-entry duties informally at handover. If a task is part of the emergency procedure, it should have been assessed, assigned and supported with the right instruction or training. The briefing should also say who can authorise re-entry.
People who may need assistance
GOV.UK says the evacuation plan should include special arrangements for people with mobility needs. The site should explain any arrangements that affect the security role, including who is assigned to provide help. Share only the personal information needed for the task and handle it in line with the site’s data protection arrangements.
Changes during the shift
Temporary conditions can affect an evacuation plan. Examples include building work, a closed corridor, an event layout or an out-of-service exit. The responsible person or nominated site contact should tell the officer about any relevant change and confirm the alternative arrangement. A handwritten note that conflicts with the formal plan needs checking before the shift starts.
A practical pre-shift checklist
- Identify the responsible person or the nominated contact for the shift.
- Provide the current emergency plan and explain the alarm and reporting arrangements.
- Walk the escape routes that apply during the booked hours and identify the assembly point.
- Define the officer’s evacuation duties, limits and reporting line.
- Explain any agreed assistance arrangements relevant to the role.
- Confirm how staff, visitors and contractors will be accounted for.
- Record that the briefing took place and pass on any later change through an agreed contact.
Out-of-hours cover needs a specific check
Fire arrangements can look different outside normal working hours. There may be fewer trained staff on site, different doors may be in use and contractors may be working in areas that are usually closed. Confirm that the instructions apply to the actual shift rather than copying the daytime routine.
If contractors will be present, the security briefing should fit the site’s arrangements for access, attendance records and emergency communication. Our guide to planning security cover for out-of-hours contractor access covers the wider handover points.
Keep the briefing usable
A short, site-specific briefing is more useful than a large folder handed over without explanation. Walk the relevant routes, discuss the officer’s exact role and give them a current contact. Keep a controlled copy of the emergency information where the site says it should be stored, and replace outdated instructions rather than leaving conflicting versions in circulation.
This checklist is general good practice for preparing temporary cover. The site’s responsible person should decide the fire precautions and evacuation arrangements by using the current fire risk assessment and the law that applies to the premises.
Sources and further reading
- GOV.UK: Fire safety in the workplace, who’s responsible
- GOV.UK: Fire safety and evacuation plans
- The Regulatory Reform (Fire Safety) Order 2005, Article 15
- Health and Safety Executive: Introduction to fire safety
Discuss temporary security cover in West Yorkshire
NJProtection & Security Services provides flexible shift cover and secure area manning across West Yorkshire. When making an enquiry, include the site, hours and planned duties so the requirements can be considered. Availability must be confirmed.