Understanding the distinction between various health and safety roles in the workplace is essential for all South African employers looking to comply with the Occupational Health and Safety Act 85 of 1993 (OHS Act). In this guide, we’ll help you understand the differences between Health and Safety Officer vs Rep vs Supervisor by providing clear explanations of each role, highlighting their specific functions and responsibilities, and providing a side-by-side comparison for easy reference.
The importance of correctly structuring your Health and Safety Team
In South Africa, workplace health and safety is primarily governed by the OHS Act and its associated regulations. An important aspect of meeting your legal obligations under the OHS Act is the appointment of appropriate and sufficient Health and Safety Team members, which may include Health and Safety Representatives, Health and Safety Supervisors, Health and Safety Officers, First Aiders, Fire Wardens, etc.
Correctly structuring, appointing, and training your Health and Safety Team assists your organisation to:
- Meet legal requirements as per the OHS Act
- Develop and implement effective health and safety systems
- Provide a safe, healthy, and prepared working environment for employees, clients, contractors, and the public
- Demonstrate due diligence and compliance to Department of Employment and Labour inspectors
What is a Health and Safety Officer?
Health and Safety Officers are appointed by the organisation and serve a formal function in planning, implementing, and overseeing workplace health and safety management systems.
Key features of Health and Safety Officers:
- Strategic role: Health and Safety Officers are responsible for developing and implementing health and safety systems and policies that meet legal compliance requirements and keep employees safe.
- Operational oversight: Health and Safety Officers are responsible for conducting risk assessments, leading incident investigations, and overseeing the implementation of corrective actions to reduce workplace injuries and illnesses.
- Advisory function: Health and Safety Officers provide guidance on all matters relating to health and safety compliance, including Health and Safety Team structure and training, Health and Safety Committee requirements, health and safety management systems, incident investigation and reporting, etc.
Typical responsibilities of Health and Safety Officers:
A Health and Safety Officer’s duties may include:
- Developing and implementing health and safety procedures, policies, and a health and safety management system
- Ensuring that all staff, contractors, and visitors comply with health and safety policies and procedures
- Assessing the organisation’s health and safety compliance status to identify and fill gaps
- Implementing health and safety awareness campaigns and initiatives
- Conducting Hazard Identification and Risk Assessments (HIRA) and recommending and implementing effective risk control measures
- Investigating incidents and accidents to determine the root causes and implementing appropriate controls to prevent similar incidents occurring in the future
- Providing management with guidance and advice relating to health and safety and compliance
Do Health and Safety Officers require special training?
Yes, Health and Safety Officers require specialised training to give them the knowledge and skills needed to effectively manage health and safety across an entire organisation. Health and Safety Officer training should cover:
- The OHS Act
- Health and safety management systems
- Incident investigation
- Hazard Identification and Risk Assessment (HIRA)
- Evacuation planning and procedures
- First aid
- Firefighting
Candidates may elect to take a comprehensive 10-day Health and Safety Officer course or pursue more advanced studies, such as an International General Certificate (IGC) in Occupational Health and Safety through NEBOSH (National Examination Board in Occupational Safety and Health).
What is a Health and Safety Representative?
A Health and Safety Representative (sometimes called a SHE Rep) is an employee chosen to represent the workforce in matters of health and safety. Unlike Health and Safety Officers or Health and Safety Supervisors, SHE Reps are elected or nominated by employees, not appointed by management.
Key features of Health and Safety Representatives:
- Legal requirement: Any workplace with 20 or more employees is legally required to appoint at least one Health and Safety Representative.
- Represents employees’ OHS interests: Health and Safety Reps act as a bridge between the workforce and management by communicating employees’ concerns and issues to management.
- Workplace inspections: Health and Safety Reps assist with hazard identification by conducting regular health and safety inspections of the workplace or work area.
- Full-time employees: Health and Safety Reps are typically full-time employees familiar with the work area and activities they are appointed to oversee.
- Employee nominated: Health and Safety Reps are chosen by the workforce by means of a nomination and election process.
- Formal appointment letter: Reps must be formally appointed in writing for a set time period (usually two years), after they have completed their Health and Safety Representative training course.
Key functions of Health and Safety Representatives:
Under Section 18 of the OHS Act, Health and Safety Representatives may:
- Review the effectiveness of existing health and safety measures and systems
- Participate in investigations relating to workplace incidents and accidents
- Conduct regular workplace inspections with the aim of identifying hazards and safety concerns
- Assist with and participate in internal OHS audits
- Attend Health and Safety Committee meetings
- Cooperate and collaborate with Department of Employment and Labour (DoEL) inspectors
- Assess employees’ health and safety concerns and complaints
- Communicate employees’ health and safety concerns to management
- Escalate unaddressed health and safety concerns to DoEL inspectors if necessary
The prescribed functions of Health and Safety Representatives are designed to ensure that employees have a voice in workplace health and safety and that hazards are identified early.
Do Health and Safety Representatives need special training?
Yes, Section 18 of the OHS Act states that Health and Safety Representatives must be provided with the facilities, assistance, and training needed to perform their duties effectively.
SHE Rep training takes place over the course of one day and covers:
- Important sections of the OHS Act
- How to carry out Health and Safety Representative duties and responsibilities effectively
- Practical exercises on conducting workplace health and safety inspections using a checklist
- How to assist with incident and accident investigations
- Introduction to HIRA (Hazard Identification and Risk Assessment)
What is a Health and Safety Supervisor?
A Health and Safety Supervisor is a member of management appointed to manage health and safety for a particular department, work area, or building. In smaller, low-risk organisations, a Health and Safety Supervisor may look after health and safety for the entire organisation.
Key features of Health and Safety Supervisors:
- Members of management: Health and Safety Supervisors are full-time employees who hold managerial or supervisory roles in the organisation.
- Represent the interests of the organisation: Unlike Health and Safety Representatives who represent the interests of employees, Health and Safety Supervisors represent the interests of management.
- Sit on the Health and Safety Committee: Health and Safety Supervisors are required to sit on the Health and Safety Committee and attend all committee meetings.
Key functions of Health and Safety Supervisors:
- Support the Hazard Identification and Risk Assessment (HIRA) process by identifying hazards and suggesting appropriate control measures
- Assist with the investigation of workplace incidents and accidents to establish underlying causes and contributing factors
- Perform health and safety inspections to identify unsafe conditions, behaviours, or work practices and ensure they are addressed promptly
- Engage with Health and Safety Representatives to respond to reported hazards, employee concerns, and health and safety-related issues
- Manage instances of non-compliance by assisting with the implementation of corrective measures and ensuring ongoing adherence to health and safety legislation
Do Health and Safety Supervisors require special training?
Yes, Health and Safety Supervisors should attend health and safety training such as a two-day Health and Safety Supervisor course. Training should cover:
- Relevant sections of the OHS Act and its regulations
- Duties and responsibilities of Health and Safety Supervisors
- HIRA (Hazard Identification and Risk Assessment) training
- Incident investigation methodology
- Evacuation planning and procedures
Health and Safety Officer vs Rep vs Supervisor: Side-by-side comparison
Use this quick-reference table to understand the core differences between Health and Safety Officer vs Rep vs Supervisor:
| Health and Safety Officer | Health and Safety Representative | Health and Safety Supervisor | |
| Appointment process | Appointed by employer | Nominated and elected by employees | Appointed by employer |
| Candidates | Candidates should hold a Health and Safety Officer certification or related qualification | Full-time employees with knowledge of work area and activities | Full-time employees holding managerial or supervisory positions |
| Key function | Manage health and safety and compliance across entire organisation | Represent employees’ health and safety interests to management | Manage health and safety for a specific area or department |
| Training | 10-day Health and Safety Officer course or higher (e.g. International General Certificate in Occupational Health and Safety through NEBOSH) | One-day Health and Safety Representative course | Two-day Health and Safety Supervisor course |
| Length of appointment | Full-time, usually permanent position | Usually appointed to serve in the role for two years | Usually appointed to serve in the role for two years |
Ensure your Health and Safety Team members receive quality training.
As outlined above, Health and Safety Officers, Representatives, and Supervisors all require training to properly understand and execute their functions. First Aid, Fire and Safety Training offers high-quality health and safety training designed to equip your Health and Safety Team members with the knowledge, skills, and confidence needed to successfully implement health and safety in your organisation. Contact us for more information or to book your training.