Fire Wardens, Security Guards and Alarm Response: Who Does What on Your Site?

When an alarm sounds, people need to know what to do, who is in charge and how information will reach the right person. On a commercial site, fire wardens, security officers and those responsible for alarm response may all have a part to play, but their duties are not interchangeable.

The practical answer is to define each role in your site’s fire and emergency plan. This helps your team respond consistently, without expecting someone to carry out a task they have not been trained or authorised to do.

Start with the site plan

The person or organisation responsible for fire safety must plan for emergencies, provide staff with information and training, and maintain appropriate fire safety measures. On a shared site, more than one party may have responsibilities, so you need to coordinate arrangements with the other responsible people.

The roles below describe typical duties. Your arrangements should reflect your premises, risk assessment, staffing and operating hours. For an overview of how fire protection and security work together, see our earlier article, Fire Protection and Security: Working Together on Site.

What does a fire warden or marshal do?

A fire warden, sometimes called a fire marshal, is usually appointed within an organisation to support its internal fire procedure. It is not, by itself, a security contract or a replacement for the person responsible for fire safety.

The warden’s duties should be set out in advance and explained to them. Depending on your site plan, these may include:

• Routine checks: Noticing and reporting issues such as obstructed escape routes or blocked access to fire safety equipment.
• Evacuation support: Directing people towards a safe exit when the alarm sounds, in line with the site procedure.
• Area sweeps: Checking their assigned area for people who may not have heard or responded to the alarm, but only where the route is safe.
• Assembly-point liaison: Sharing sweep results, concerns and information about anyone who may be unaccounted for with the person coordinating the evacuation.

A sweep is not a search that requires a warden to enter a hazardous area. If a route is unsafe, they should leave and report what they know. The plan should also cover how people who need assistance are supported and who will coordinate information at the assembly point.

What might a security officer do?

A security officer’s main duties are set by the agreed security brief. Those duties may include access control, observing site conditions, reporting concerns and following agreed procedures when an alarm or other incident occurs.

If fire-related tasks are part of the brief, they should be clearly agreed and supported by suitable instruction. Depending on your arrangements, a security officer may be asked to:

• Raise concerns about blocked routes, faults or other visible risks.
• Follow the site’s alarm response and escalation plan.
• Meet emergency responders and direct them to the relevant entrance or location.
• Support access arrangements and help keep routes clear for responders.
• Manage re-entry in accordance with the site plan and instructions from those in charge.
• Attend out of hours if this has been arranged as part of the service.

These duties do not automatically make a security officer a fire warden, incident controller or fire safety manager. Do not assume that a guard will carry out a sweep, investigate a fire alarm or reset a system unless the task is explicitly included in the agreed plan and they are authorised to perform it.

What does alarm response involve?

“Alarm response” can mean different things. It may refer to receiving an alarm notification, contacting a nominated person, attending the premises or following steps set out in the site’s procedure. Your plan should specify which of these activities are included and who is authorised to carry them out.

A clear arrangement identifies:

• Who receives the notification: For example, the site contact, a nominated keyholder or an authorised service provider.
• Who decides what happens next: Set out who makes any required calls and which steps must be followed when the alarm activates.
• Whether attendance is required: Confirm who may attend, what they are expected to do and what limits apply.
• How the incident is recorded: Note the time, information received, actions taken and who was notified.
• Who receives the report: Make sure relevant people know about the activation, any issues found and any follow-up needed.

Attendance should never be treated as a substitute for the site’s emergency arrangements. The person attending needs clear instructions and must not be expected to take unsafe action. If an alarm response or out-of-hours attendance service is part of your requirements, agree its scope and escalation steps in advance.

For Weston Group emergency callouts, all calls are answered immediately, and attendance times depend on location. Our local teams provide national coverage across the UK. The appropriate arrangements depend on your site and the service agreed.

Where do duties overlap?

Some tasks can involve more than one role. Wardens and security officers may both report a blocked escape route, for example, while both may need to pass information to the person coordinating an evacuation. That overlap can be useful, provided everyone knows who leads and how information is shared.

Gaps are more likely when responsibilities are assumed rather than written down. A warden may believe a guard is calling for help; the guard may be waiting for a site manager to confirm what to do. In an emergency, that uncertainty can delay the next step.

To reduce confusion, make sure your plan states:

• Who coordinates the response and who acts as deputy.
• Who raises the alarm or makes the required emergency call.
• Which areas each warden is expected to check, and when they must withdraw.
• What the security officer is expected to do, and what is outside their brief.
• Who meets responders and provides site information.
• Who records the incident and shares any follow-up actions.
• How cover works during nights, weekends, absences and contractor activity.

Review the plan when your layout, staffing, operations or service arrangements change. Make sure relevant people know where to find it and understand the duties assigned to them.

Put the split in one site plan

A single, accessible plan is easier to follow than separate instructions that leave important steps unclear. It should reflect your premises and set out the sequence from alarm activation through to reporting and follow-up.

A practical pre-start checklist can help:

• Name the lead: Identify the person coordinating the response and their deputy.
• Map the warden roles: Record who covers each area and how sweep findings are reported.
• Confirm security duties: Include only tasks agreed in the security brief and explain any limits.
• Set alarm steps: List who receives notifications, who makes calls and whether attendance is required.
• Plan for safe access: Explain how responders are met and directed to the site.
• Cover all operating hours: Include arrangements for out-of-hours periods, lone working and staff absence.
• Record and review: State how incidents are logged, shared and followed up.

The UK Government’s workplace fire safety guidance explains who may be responsible for fire safety and the need to plan for emergencies and provide staff with information and training. Your site-specific procedures should be consistent with your fire risk assessment and relevant guidance.

A clear brief supports a reliable response

Fire wardens support your internal evacuation arrangements. Security officers carry out the duties agreed in their security brief. Alarm response depends on who is authorised to receive, act on and attend an alarm under the site plan. Making these boundaries clear gives people a more dependable basis for action.

Weston Group can work with you to understand your premises and agree suitable security and fire protection support. Our security services can be tailored to your requirements, with clear duties and reporting. You can learn more about fire protection and manned guarding. For security services, Weston Group is an SIA Approved Contractor, number WESESOSC01.

If you are reviewing responsibilities on your site, we are happy to discuss your requirements and possible next steps. You can get in touch through our contact form.