Risk Preparedness AND SAFETY Consultants.za (PTY) LTD

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In the dynamic and often high-risk environment of South African businesses, a safe workplace isn't just a moral obligation—it's a strict legal requirement. At the heart of achieving and maintaining compliance, and fostering a true culture of safety, stands one critical figure: the Safety, Health, and Environmental Representative (SHE Rep).

 

More than just a title, the SHE Rep is the eyes, ears, and voice of safety for employees, making this role indispensable for any organisation operating under the shadow of the law.

 

The Legal Mandate: A Requirement of the OHS Act

 

In South Africa, the importance of the SHE Rep is cemented in law by the Occupational Health and Safety Act 85 of 1993 (OHS Act).

• Legal Requirement: According to Section 17 of the OHS Act, an employer must designate a Health and Safety Representative (SHE Rep) in every workplace where more than 20 employees are employed. For non-office environments, the ratio is typically one SHE Rep for every 50 employees, and for shops and offices, one for every 100 employees (or part thereof).
• The Employer's Duty: While the Act places the primary responsibility for a safe and risk-free working environment squarely on the employer (CEO/37.2 Appointee), SHE Reps are essential for the practical implementation and monitoring of safety on the ground.

 

5 Reasons the SHE Rep is Vital to Your Workplace

 

The SHE Rep is the critical bridge connecting management's safety policies to the employees' daily reality. Here is why this role is crucial:

 

1. The Proactive Eye: Hazard Identification

 

SHE Reps are on the front lines, familiar with the day-to-day conditions and activities in their designated area. Their core function is to identify and report potential dangers before an accident occurs.

 

OHS Act Function (Section 18(1)(b)): A key function of a SHE Rep is to "identify potential hazards and potential major incidents at the workplace." This continuous and proactive monitoring—often through regular inspections—is what truly prevents injuries.

 

2. Employee Advocacy: The Voice for Workers

 

The SHE Rep is a representative of the employees' safety interests, ensuring that their concerns are heard, investigated, and addressed by management.

 

OHS Act Function (Section 18(1)(d) and (e)): They have the function to "investigate complaints by any employee relating to that employee’s health or safety at work" and to "make representations to the employer or a health and safety committee" on those matters. If unsuccessful with the employer, they can escalate the issue to a Department of Employment and Labour inspector.

 

3. Incident Investigations and Learning

 

When an incident or near-miss occurs, the SHE Rep plays a crucial role in the investigation process, providing an on-the-ground perspective that is invaluable for identifying root causes.

 

OHS Act Function (Section 18(1)(c)): They are entitled to, "in collaboration with his employer, examine the causes of incidents at the workplace." This ensures that corrective and preventative measures are effective and fully address the problem to prevent recurrence.

 

4. Fostering a Safety Culture

 

Safety is a team sport, and the SHE Rep is the team captain. They are instrumental in promoting awareness, encouraging safe behaviour, and ensuring co-operation between all parties.

 

Compliance and Awareness: By acting as a role model and educating their colleagues, SHE Reps help integrate safe practices into the company's DNA. This elevated awareness reduces human error and fosters a positive environment where employees feel secure and valued.

 

5. Ensuring Legal Compliance and Avoiding Penalties

 

Having a properly trained and functioning SHE Rep system is one of the clearest ways for a South African business to demonstrate adherence to the OHS Act.

 

The Benefit: By diligently performing their duties—such as reviewing safety measures, attending committee meetings, and inspecting documents—the SHE Rep helps the employer avoid severe penalties, fines, and potential legal action that results from non-compliance.

 

The Takeaway

 

The SHE Rep is not an optional extra; it is a mandatory and critical investment in your team’s well-being and your business’s legal security. By empowering, training, and supporting your Safety, Health, and and Environmental Representatives, you are not just ticking a box for the Department of Employment and Labour, you are proactively creating a safer, healthier, and more productive workplace for every person in your organisation.

 

Would you like to know more about the specific training requirements for a SHE Rep under the OHS Act?