Guide to the Authorised Person (Water) and Competent Person Roles
The Authorised Person (Water) and the Competent Person are two central figures in the management of Legionella and other waterborne pathogens within workplace water systems. While their responsibilities differ, both play critical roles in ensuring that water systems remain safe, compliant, and effectively managed. Together, they provide the oversight, technical expertise, and practical measures needed to reduce risk and maintain the integrity of building water safety programmes.
In this article, our water safety experts explore what each role entails, the skills and knowledge required, and how the Authorised Person and Competent Person work together as part of the wider water safety team. We’ll outline their responsibilities, highlight the key differences between the two positions, and discuss the importance of competence and training in keeping water systems safe and compliant with UK health and safety regulations.
A version of this story about the roles of the water safety Authorised Person and Competent Person first appeared in Legionella Control International’s newsletter. To get it in your inbox, sign up here.
The water safety team
The water safety team is responsible for controlling Legionella and other waterborne pathogens with the aim of achieving and maintaining water safety in a business or organisation. It is essential to maintain the safety of water systems to ensure that Legionella and other waterborne bacteria do not grow and spread throughout that system.
Legionella and water safety codes of practice and guidance
In the UK, the main health and safety code of practice dealing with the control of Legionella in the workplace is the Health and Safety Executive document, Approved Code of Practice (ACOP) L8. It is formally called Legionnaires’ disease: The control of Legionella bacteria in water systems. This is supported by their three-part HSG274 guidance documents covering evaporative cooling, hot and cold water and other risks systems.
The Department of Health, Health Technical Memoranda HTM04-01 also provides extensive guidance on achieving safe water in healthcare premises, if that applies to your business or organisation.
Both ACOP L8 and HTM 04-01 provide information on the responsibilities of various people who are involved in the delivery of safe water supplies in a business.
There are two important water safety roles we are going to cover in this article – that of the Authorised Person and the Competent Person for Water. Both roles should be appointments made by the Duty Holder, based on experience, competence and training. The Duty Holder is the individual with overall responsibility for the safety of the water systems at the premises in question.
Who is the Authorised Person (Water)?
The Authorised Person (AP) for Water refers to an individual who is competent and has been formally appointed and trained to oversee, manage, and ensure the safe operation and maintenance of water systems, particularly in environments where health, safety, and compliance are critical.
In the UK, this role is particularly relevant and recognised for water safety under the Health Technical Memoranda HTM 04-01 which covers the management of safe water in healthcare premises.
The AP Water is likely to play a role in making sure all required maintenance tasks are completed to specification. This would cover regular testing, inspections and maintenance along with any reactive maintenance tasks that arise and need resolving. Given the scope of the role, it is likely that the AP will be someone who manages the property or building concerned.
They should also have the required knowledge to be able to assess all data provided by the Competent Person within the water safety team. This data will cover the performance of the water systems and highlight any potential areas of concern that should be resolved.
The Authorised Person also ensures all relevant water safety and Legionella risk assessments are conducted as and when required. These highlight the efficiency and safety of the water systems and should note any potential risk factors that require resolution.
What does an Authorised Person (Water) do?
- Ensure water systems comply with health and safety legislation and guidance including ACOP L8, HSG274 and HTM 04-01
- Implement and manage Legionella risk assessments and written schemes of control
- Approve and supervise work on water systems
- Maintain records of maintenance, inspections, testing and incidents
- Liaise with the appointed Duty Holder, Responsible Person, and contractors to ensure the continued delivery of safe water supplies
- Oversee training and assess competence of staff working on water systems
Who is the Competent Person (Water)?
The Competent Person (CP) for Water fulfils a distinct but related role to the Authorised Person (AP). They work together with responsibility for safe water management, but the Competent Person is typically more of a hands-on, technically skilled individual.
While the Authorised Person is usually someone within the business (most likely a senior facilities or estates manager, or someone in a similar role), the Competent Person is more likely to be someone who reports to or is supervised by the Authorised Person. They may also be an external contractor, someone not directly employed by the organisation concerned.
Instead, they may be working in a specialist trade with extensive knowledge of water systems. In some cases, where the organisation is of considerable size, they may work directly for the business. However, smaller businesses are likely to call on external contractors to help with certain tasks – and practical water safety management and maintenance is one such example.
As the title suggests, the Competent Person must be competent and knowledgeable in maintaining a safe water system. This may involve cleaning, disinfection, testing, flushing, and monitoring various parts of the system. Clearly, this would require extensive experience and knowledge, as it is not a role that can be undertaken by anyone without a background in this area.
What does a Competent Person (Water) do?
- Carrying out planned preventative maintenance tasks on water systems
- Performing water hygiene tasks – temperature monitoring of hot and cold-water supplies, flushing little used outlets
- Installing, repairing, or modifying water systems in line with regulations
- Ensuring safe systems of work are followed
- Reporting faults, risks, or issues of non-compliance
- Working to water standards and best practice guidance including ACOP L8, HSG274, HTM 04-01, Water Supply (Water Fittings) Regulations
What are the differences between the Competent and Authorised Persons role?
| Authorised Person (AP) | Competent Person (CP) |
|---|---|
| Managerial & Oversight Role | Operational & Technical Role |
| Approves & Oversees Work | Executes Work |
| Responsible for Compliance & Documentation | Responsible for Physical Tasks & Reporting |
| High-Level Risk & System Knowledge | Specialist Practical Skills |
The importance of training for both the Authorised Person and Competent Person
As we can see, both roles are important within the scope of monitoring and maintaining safe water systems in environments where health, safety, and compliance are critical. However, while there are many differences between the roles, there is one vital aspect that unites them – competence.
Anyone who takes on either of these roles must be competent and able to deliver what is required of them in each case. The Duty Holder must ensure that the individuals they select for these roles are experienced, competent and have received proper training. This training should provide them with the knowledge they need to understand the risks presented by Legionella (and possibly Pseudomonas in healthcare) in a water system.
For example, someone selected for either of the roles should undertake a water hygiene course that gives them the knowledge they will need to be able to take on their role effectively. Regular refresher training courses are also an excellent idea and should be booked accordingly.
In some cases, more specific training courses may be required. This will depend on the nature of the organisation and the complexity of the water systems under management. For example, additional Legionella training that provides knowledge about evaporative cooling towers would only be required for businesses that have such cooling systems in place.
Some individuals may already possess the required knowledge and experience if they have a job role that covers those areas. Still, refresher training would be recommended in all cases to ensure a minimum level of knowledge.
How the Authorised Person and Competent Person support water safety
As we can see, the Authorised Person and Competent Person will adopt different management roles and tasks when contributing to the safety of a water system. Preventing Legionella bacteria from spreading through a manmade water system is essential, as it will prevent an outbreak of Legionnaires’ disease and keep the organisation compliant with health and safety law. Any well-constructed water safety group will be comprised of various people taking on different roles. The two roles discussed in this article are both vital within the scope of the whole group.
Both the Authorised Person and the Competent Person (Water) play essential roles in the safe management of building water systems. While their responsibilities differ – one providing oversight and assurance, the other delivering hands-on technical control – each relies on the other to maintain compliance and protect people from the risks associated with Legionella and other waterborne pathogens. Competence, training, and clear lines of responsibility are therefore crucial, ensuring that water safety remains at the heart of an organisation’s health and safety strategy.
World leading water safety specialists
At Legionella Control International, our water safety specialists work with businesses and organisations across all sectors to help put these principles into practice. From independent compliance auditing and Authorising Engineer (Water) services to risk assessments, testing, and accredited training, we provide the support needed to build confidence in your water safety management. If you’d like to learn more about how we can help you strengthen your own arrangements, contact us today on 0330 223 36 86 or get in touch here.
If you would like to speak with one of our water safety specialists about your water management processes call us today on 0330 223 36 86 or contact us here …
