A Health and Safety Representative, often called a SHE Rep (Safety, Health, and Environment Representative), plays a crucial role in maintaining a safe and legally compliant workplace. Under the Occupational Health and Safety (OHS) Act 85 of 1993, every organisation is required to appoint competent Health and Safety Representatives to represent the health and safety interests of employees and perform vital health and safety functions. (The Act states that companies with 20 or more employees are required to appoint a Health and Safety Representative.)
A Health and Safety Representative is an employee that is nominated and elected by fellow employees to represent their interests on matters related to health, safety, and welfare in the workplace. Also referred to as a SHE Representative or Safety Rep, this person acts as a bridge between employees and management. Through performing monthly or quarterly workplace inspections, Health and Safety Representatives also play an important role in ensuring that workplace hazards and risks are identified, reported, and controlled appropriately.
Beyond compliance, Health and Safety Reps contribute to creating safer, more productive workplaces where employees can perform confidently and responsibly.
The appointment and duties of Health and Safety Representatives are governed by Sections 17 and 18 of the OHS Act. Section 17 deals with when and how Representatives must be nominated and designated, while Section 18 outlines their functions, powers, and responsibilities. These sections ensure that every Health and Safety Rep operates within a clear legal framework and that employers meet their obligation to provide safe working environments.
To be eligible for a role as a Health and Safety Representative, an employee must be employed full time and be familiar with the work area they will be required to cover, as well as with the risks and hazards associated with that work area. Appointees must go through an employee election process and be formally appointed as a Health and Safety Rep in writing, after attending Health and Safety Representative training. Employers cannot assign an employee of their choosing to this role; the OHS Act is clear that Health and Safety Representatives must be nominated and elected by their fellow employees.
The OHS Act specifies that any business, company, or organisation employing more than 20 (twenty) people is required to appoint a Health and Safety Representative. The Act further specifies the number of Health and Safety Representatives required, based on company size and industry type:
The process of appointing a Health and Safety Representative is outlined in Section 17 of the OHS Act, which stipulates that “an employer and…the employees shall consult in good faith regarding the arrangements and procedures for the nomination or election, period of office, and subsequent designation of health and safety representatives”. To appoint a Health and Safety Rep, employers should follow the following process:
Employee-nominated representatives are typically respected employees who their colleagues trust to communicate and act on safety concerns. Following a democratic process such as the one outlined above ensures that the appointed SHE Rep is credible, supported, and capable of representing employee health and safety interests effectively.
The Health and Safety Representative role is a vital element of workplace health and safety and compliance with the OHS Act. Note that Health and Safety Representatives do not receive additional remuneration for performing their duties. As such, the role should ideally be filled by someone genuinely interested in health and safety.
The functions of a Health and Safety Representative are clearly defined in Section 18 of the OHS Act. These include reviewing the effectiveness of health and safety measures, identifying hazards, investigating incidents, addressing and escalating health and safety related complaints, attending and participating in Health and Safety Committee meetings, and inspecting the workplace.
Health and Safety Representatives also play an important role in maintaining communication with employers, the Health and Safety Committee, members of management, and, if necessary, with Department of Employment and Labour (DoEL) inspectors. SHE Reps are also expected to accompany inspectors during inspections.
In addition, Health and Safety Representatives have the right to attend any investigations in person, participate in internal health and safety audits, and access any relevant health and safety documentation required to perform their duties effectively.
All activities relating to the designation, training, and responsibilities of a Health and Safety Representative must take place during normal working hours. Employers cannot expect a H&S Rep to complete these duties after hours or require them to use personal leave to attend training.
Before taking on their role, every SHE Representative should complete accredited training to understand their workplace duties and responsibilities. A Health and Safety Representative course provides delegates with foundational knowledge of the OHS Act and equips them to effectively and confidently perform their functions as Health and Safety Representatives. The training also equips delegates to assist with hazard identification, risk assessments, and incident investigation and reporting. Additional courses such as Incident Investigation, HIRA (Hazard Identification and Risk Assessment), HAZMAT Handling, or Stacking and Storage can enhance their ability to perform effectively in different environments.
Under Section 18(4) of the OHS Act, a Health and Safety Representative cannot be held civilly liable for failing to perform any duty required under the Act. In other words, a SHE Rep cannot be sued for negligence while acting within their official capacity.
However, this protection applies only when acting in their designated role. If a SHE Representative acts outside of their authority or causes harm through unrelated negligence, they may still be held personally liable.
Health and Safety Representatives play a central role in preventing workplace accidents, protecting employee wellbeing, and fostering a safety-conscious culture. They ensure that employers meet legislative requirements and that employees have a voice in matters affecting their health and safety. Appointing and supporting qualified SHE reps not only helps organisations avoid legal penalties but also improves morale, productivity, and trust across the workforce.
If your organisation needs to appoint a Health and Safety Representative, or if you’re an employee eager to take on this rewarding role, accredited training is the essential first step.
At Absolute Health Services, we offer accredited Health and Safety Representative courses that combine theory with practical application. Our expert instructors provide comprehensive guidance on OHS Act compliance, risk assessments, and health and safety communication — everything you need to fulfil your role confidently and competently.
Empower yourself and your team to create safer, more compliant workplaces. Book your Health and Safety Representative course today with Absolute Health Services and take the first step toward making a lasting impact on workplace safety in South Africa.
Our comprehensive Health and Safety Guide is designed to simplify the process of implementing effective workplace safety practices. It provides clear and practical guidance to help employers, including HR and HSE managers, achieve compliance with regulations and create a safe working environment for their employees.
