If you are an HR Manager striving to keep your workplace compliant and your people healthy and safe, understanding SHE Rep duties is an important piece of the puzzle. The role is commonly referred to as a SHE Rep (SHE standing for Safety, Health and Environment) or an OHS Rep.
This post focuses solely on the health and safety duties as defined under the Occupational Health and Safety (OHS) Act 85 of 1993, and does not cover environmental responsibilities. Within the South African context, the role is grounded in the OHS Act, specifically Sections 17 and 18, which set out how representatives must be elected and appointed, and what functions they are expected to carry out. It is a legally defined role with real responsibilities and real protections attached to it.
How Health and Safety Representatives are elected and designated
Failing to elect and appoint SHE Reps in the legally required manner is a common mistake businesses make — and a serious one. Section 17 of the OHS Act is clear on this point: Health and Safety Representatives must be elected by the employees in the workplace. This means that employees nominate candidates from among themselves and vote, and management cannot override or influence the outcome of that process. The person who fills the role must have the confidence of the workforce they represent, which is exactly why the law reserves the decision for employees alone.
For workplaces with more than 20 employees, the designation of Health and Safety Representatives is a legal requirement. The ratio prescribed under the Act is one representative for every 50 employees, or part thereof. A workplace with 51 employees needs two reps, not one. A workplace with 150 employees needs at least three. As the workforce grows, the number of reps scales proportionally to ensure adequate coverage across the site.
Once elected, a SHE Rep serves for a period agreed upon in writing, typically two years.
Core SHE Rep duties and responsibilities
The SHE Rep duties outlined in the OHS Act are practical and workplace-focused. Here is what they look like on the ground.
Workplace inspections
Under Section 18, Health and Safety Representatives are required to identify potential workplace hazards by conducting regular workplace inspections. During these inspections, the OHS Rep physically examines equipment and machinery for defects or unsafe conditions, reviews the materials and substances in use, observes work processes to identify unsafe practices, and assesses the broader work environment, including lighting, ventilation, housekeeping, and emergency access routes. The goal is to identify hazards before they cause harm. Findings must be documented and reported to the Health and Safety Committee and management so that corrective action can be taken promptly.
Incident investigation and employee complaints
Section 18 requires Health and Safety Representatives to investigate any complaint made by an employee relating to health and safety at work. This goes beyond workplace accidents and near-misses. If an employee raises a concern about a piece of equipment, a chemical in use, an unsafe procedure, or any other health and safety matter, the rep is obligated to look into it, document the findings, and report back to the Health and Safety Committee, management, or employer. The rep also has the right to inspect any area of the workplace or any article relevant to that investigation, without obstruction. When an accident or near-miss does occur, the SHE Rep has the right to be present during the investigation, assist management in understanding root causes, and ensure that the findings are recorded accurately. The aim is not only to understand what happened, but to prevent a recurrence.
Liaison and communication
One of the most important OHS Rep responsibilities is acting as a bridge between workers and management. Employees raise concerns with their SHE Rep, and the rep ensures those concerns reach the right people. If an issue cannot be resolved internally, Health and Safety Representatives have the right to escalate directly to inspectors from the Department of Employment and Labour (DoEL).
Review health and safety measures
SHE Reps are expected to assess whether current safety measures are actually working. This involves reviewing risk assessments, safe work procedures, and any other relevant documentation. It also means participating in internal health and safety audits. If a control measure is outdated or ineffective, the rep should say so.
Health and Safety Committee participation
Section 18 of the OHS Act requires Health and Safety Representatives to attend and participate in Health and Safety Committee meetings. These committees are required to meet at least once every three months, though workplaces can schedule more frequent meetings if the nature of the work demands it. At these meetings, the OHS Rep brings findings from inspections and investigations, tables employee concerns, and contributes to decisions about how health and safety issues will be addressed at an organisational level. These meetings are the formal channel through which health and safety issues are resolved, and the rep is a central part of making them work.
Rights and authorities
To carry out SHE Rep duties effectively, the law gives Health and Safety Representatives specific rights.
Access to information
Health and Safety Representatives are entitled to inspect official health and safety documents kept by the employer. This includes risk assessments, incident records, and safe work procedures. If a rep suspects that documentation is outdated or incomplete, they can request it and review it.
Right to accompany inspectors
A Health and Safety Representative has the right to accompany a DoEL inspector during any official inspection of the workplace. This means the workforce has a direct presence during formal regulatory inspections.
Visit incident sites
After a workplace incident, the SHE Rep has the right to inspect the site. This allows them to gather information and carry out their investigative function without obstruction.
Protection from liability
Section 18 of the OHS Act provides that a Health and Safety Representative who acts in good faith in the performance of their duties cannot be held personally liable for anything done or omitted in carrying out those duties. This protection is important, as it allows reps to raise concerns, conduct investigations, and report findings without fear of personal legal consequences, provided they are acting honestly and within the scope of the role.
Employer and employee obligations
The SHE Rep role depends on obligations being met by both employers and employees.
Designation and training
Employers with more than 20 employees are legally required to designate Health and Safety Representatives in writing. The general benchmark is one rep per 50 employees, so a workplace with 150 employees would need at least three. One important point that is often misunderstood: Health and Safety Representatives must be elected by their fellow employees, not appointed by management. This is a legal requirement under the OHS Act, not an administrative preference. Management does not get to choose who fills the role.
Once elected, reps must receive appropriate training. The employer is obligated to provide the training necessary for the OHS Rep to perform their duties effectively. That training must happen during working hours and at the employer’s cost. Expecting a rep to undergo training in their own time is not acceptable.
No victimisation
Employees have a legal right not to be victimised, demoted, or dismissed for raising health and safety concerns or for providing information required under the OHS Act. A SHE Rep cannot be victimised for performing their duties as required by the Act.
Worker compliance
Employees also carry responsibilities. They must follow workplace safety rules, use personal protective equipment correctly, and not interfere with or damage health and safety equipment.
A compliant workplace starts here
When their role is properly supported, SHE Reps assist with making workplaces healthier, safer, more prepared, and more compliant. They give employees a structured way to raise concerns and give management an informed view of what is happening on the floor. Getting the foundations right, including how your reps are elected, how they are trained, and what rights they can exercise, is what turns the role from a paper requirement into something that actually works. Read our OHS Act Guide for more information.