In the realm of workplace safety, Health and Safety Representatives (SHE Reps) play a pivotal role. Legislation mandates that companies appoint SHE Reps based on the number of employees. Section 17 of the Occupational Health and Safety Act applies once a workplace has more than 20 employees: the employer must then designate SHE Reps in writing, at least one for every 50 employees or part of 50 (one for every 100 in shops and offices). An inspector may direct an employer to designate more. Work out your number with the SHE Rep calculator. SHE Rep Training with DDi is a 1-day course (8 hours), online or onsite.
Compliance is not just about following the law; it is crucial for creating a safe working environment and meeting the duty under the OHS Act.
Non-compliance can lead to legal action, prohibition notices and a tarnished reputation, which can be detrimental to any business.
Health and Safety Representative Duties and Responsibilities
SHE Reps are entrusted with significant responsibilities that ensure the safety and well-being of all employees. Their duties include:
- Identifying potential hazards: regularly inspecting the workplace to spot potential safety hazards and recommending corrective actions. This proactive approach helps in mitigating risks before they result in accidents.
- Investigating incidents: assisting in the investigation of workplace accidents and incidents to determine their causes and prevent recurrence. Thorough investigations help in understanding root causes and implementing effective preventive measures.
- Consultation and communication: acting as a liaison between the workforce and management on health and safety matters, ensuring effective communication. Open channels of communication ensure that safety concerns are promptly addressed.
- Risk assessments: participating in risk assessments and suggesting measures to mitigate identified risks. This involves analysing work processes and suggesting improvements to enhance safety.
- Training and awareness: promoting health and safety awareness among employees and ensuring that training needs are met. Continuous education helps in maintaining a high level of safety consciousness among employees.
SHE Reps have the authority to:
- Access information: obtain information on workplace hazards and the measures in place to control them. This access ensures they are well-informed to make sound safety recommendations.
- Conduct inspections: carry out inspections and investigations independently or jointly with management. Regular inspections help in maintaining safety standards.
- Investigating incidents: if a workplace accident occurs, the SHE rep may be involved in the investigation process. They can provide valuable insights from an employee perspective.
- Liaison between employees and management: SHE reps act as a bridge between employees and management regarding safety concerns. They can voice employee anxieties and collaborate with management to find effective solutions.
- Raise concerns formally: the OHS Act does not give a SHE Rep the power to stop work. Section 18 lets a SHE Rep review the effectiveness of health and safety measures, identify hazards and potential major incidents, examine the causes of incidents together with the employer, investigate complaints from employees, inspect the workplace after notifying the employer, and make representations to the employer or to an inspector. A SHE Rep may also visit the site of an incident, attend any investigation or inquiry under the Act, inspect the documents the employer must keep, accompany an inspector on an inspection and take part in internal health and safety audits. Section 19 requires a health and safety committee once two or more SHE Reps are designated, and that committee is where these concerns are taken up with management.
It's important to remember that SHE reps are not enforcement officers. Their role is to identify issues and advocate for change.
Best Practices for the Health and Safety Representative Election Process
Electing the right individuals as SHE Reps is crucial for an effective health and safety program. Best practices include:
- Voluntary participation: the ideal SHE rep is someone who actively volunteers for the role and demonstrates a genuine passion for safety.
- Transparent election process: ensure a transparent and fair election process where all employees have a say. Transparency fosters trust and ensures that the elected reps have the support of their peers.
- Employee involvement: encourage broad participation to foster a sense of ownership and responsibility towards workplace safety. Involvement from a diverse group of employees ensures that different perspectives are considered.
- Communication skills: excellent communication skills are essential for SHE reps. They need to clearly articulate safety issues to both employees and management.
- Time commitment: being an SHE rep requires dedication. They should be able to commit the necessary time to conduct inspections, attend meetings, and follow up on safety issues.
- Clear criteria: define clear criteria for eligibility, emphasising experience, knowledge of health and safety, and willingness to undertake training. Clear criteria help in selecting the most capable individuals for the role.
- Continuous improvement: regularly review and improve the election process based on feedback and changing needs. Continuous improvement ensures that the process remains relevant and effective.
By carefully considering these factors, you can ensure you select an SHE rep who will be a valuable asset to your safety program.
Health and Safety Representative Courses and Training Requirements
Proper training is essential for SHE Reps to perform their duties effectively. Training requirements typically include:
- Basic training: introductory courses covering fundamental health and safety principles, hazard identification, accident investigation and risk assessment. These courses provide a solid foundation for new SHE Reps.
- Advanced training: specialised training on specific hazards, industry regulations, and advanced risk management techniques. Advanced training equips SHE Reps with the skills to handle complex safety issues.
- Health and safety legislation: SHE reps should have a thorough understanding of relevant health and safety laws and regulations, such as the Occupational Health and Safety Act 85 of 1993.
- Communication skills: effective communication is essential for SHE reps to advocate for safety and build consensus. This will be a valuable skill during the SHE meetings.
- Certification and renewal: SHE Reps may need periodic renewal of their training certificates to ensure they stay updated with the latest safety practices and regulations. Regular renewal ensures that SHE Reps remain competent and informed.
- Ongoing development: encourage continuous learning through workshops, seminars, and refresher courses to keep SHE Reps informed about new risks and safety innovations. Ongoing development helps SHE Reps stay ahead of emerging safety challenges.
The role of a Health and Safety Representative is integral to maintaining a safe workplace. By selecting the right individuals and ensuring they receive comprehensive training, companies can not only meet legal requirements but also foster a culture of safety that benefits everyone.
Proper election processes, continuous training, and active involvement in safety matters empower SHE Reps to make significant contributions to workplace health and safety. Compliance with these practices not only meets the duty under the OHS Act but also promotes a proactive approach to preventing accidents and ensuring employee well-being. Investing in SHE Reps is an investment in the company's most valuable asset, its employees.
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The course for this topic
Public class R1,150 per person, or onsite from R805 per person for 20 or more (R1,050 for 4 to 9), excl. VAT.
For employees nominated as SHE Representatives, and the supervisors and managers responsible for health and safety.
Stephan writes and reviews the DDi OHS blog. About DDi OHS
