What Does a Health and Safety Representative Do?

If you’re wondering what a safety representative does, the short answer is this: they act as the voice of employees on all matters related to workplace health, safety, and welfare. This guide is for employees, managers, and anyone interested in workplace safety who wants to understand the responsibilities, rights, and impact of health and safety representatives. Their safety representative duties include conducting inspections, investigating hazards, and bridging the gap between workers and management to create safer working conditions.

• A health and safety representative (HSR) is an employee chosen or elected by their colleagues to represent them on health and safety matters in the workplace.
• Core health and safety rep responsibilities include carrying out workplace safety inspections, leading hazard reporting and investigation, and serving as a point of contact between workers and management.
• The role involves listening to employee concerns, raising safety issues with managers, and helping to agree on practical solutions that protect everyone in the same workplace.
• In the UK, this function is supported by health and safety law and guidance from the Health and Safety Executive (HSE), which provides resources for both safety reps and employers.
• If you’re considering the role or want to support your existing representatives, completing relevant health and safety training can help you build the knowledge and confidence needed to carry out the role effectively.

Legal Context and Consultation Requirements

UK employers have a legal duty to consult employees on health and safety. This consultation can happen directly with workers or through appointed or elected safety representatives. The key pieces of legislation underpinning this are the Safety Representatives and Safety Committees Regulations 1977 (SRSC) and the Health and Safety (Consultation with Employees) Regulations 1996.

Trade union safety representatives are appointed by a recognised trade union and enjoy enhanced rights under the Safety Representatives and Safety Committees (SRSC) Regulations. These rights include the ability to inspect the workplace and investigate accidents, ensuring thorough oversight of health and safety matters. In workplaces where the employer does not recognise a trade union, employees may elect a representative of employee safety (RoES) to act on their behalf. While these representatives have slightly different functions compared to trade union-appointed reps, they still play a crucial role in workplace health and safety.

Both types of health and safety representatives are vital in giving workers a voice on safety issues that affect their working practices. Employers are required to consult safety representatives on a range of matters, including changes to equipment, work processes, workplace risk assessments, the introduction of new technology, and updates to health and safety policies. To support this, employers must provide safety reps with access to relevant information such as risk assessments, accident records, details of dangerous occurrences, and information about potential hazards identified within the workplace.

Although employers retain the primary legal responsibility to manage risks and comply with health and safety regulations, safety representatives have clearly defined functions and legal protections. These provisions support ongoing employee consultation and help ensure that health and safety concerns are effectively communicated and addressed in the workplace.

Core Duties and Day‑to‑Day Responsibilities of a Safety Representative

The day-to-day work of a safety representative will vary depending on your sector. Someone working in construction will face different challenges than a rep in an office environment or an education setting. However, there are common core tasks that apply across most workplaces.

Key Functions of a Health and Safety Representative:

• Investigate potential hazards and causes of accidents
• Conduct regular formal inspections of the workplace
• Participate in safety committee meetings
• Act as the voice for workers, ensuring consultation on safety matters, policies, and training
• Receive and interpret relevant health and safety information and documentation
• Stay updated on current safety laws and technical standards through ongoing training
• Promote a strong safety culture by sharing safety information and updates
• Help ensure compliance with legal duties by reviewing risk assessments and monitoring adherence to regulations
• Create a channel for workers to voice concerns and for management to receive feedback
• Represent and support members in all matters relating to health, safety, and well-being
• Advise other members on health and safety policy and procedures
• Make representations to employers on health, safety, and welfare matters
• Provide confidential help and advice to employees
• Engage with managers and members to protect and promote colleagues’ health, safety, and well-being

Health and safety representatives carry out regular workplace safety inspections to identify potential hazards, check welfare facilities, and ensure that safe systems of work are being followed. They review risk assessments to ensure they remain accurate and reflect current working practices, equipment, and procedures. These representatives investigate accidents, near misses, and cases of work-related ill health, following up on hazard reporting and investigation outcomes with management to resolve issues. They listen to concerns from colleagues about health and safety issues and raise these with managers constructively.

Additionally, they represent employees in discussions with management about how to address identified hazards and improve the working environment. Safety reps attend safety committee meetings, contribute to toolbox talks, and participate in safety briefings as part of ongoing employee health and safety consultation. They assist in developing local procedures, safety notices, and awareness campaigns on topics such as stress, manual handling, or the correct use of office equipment and PPE. Furthermore, they help meet staff concerns by providing confidential help and advice on safety matters or signposting colleagues to appropriate resources.

Rights, Protections, and What a Safety Representative Is Not Legally Responsible For

Taking on the role of health and safety rep comes with specific rights and protections, but it does not transfer legal liability from your employer to you. Understanding this distinction is important for anyone considering the role.

Rights and protections:

• Paid time off for training and for carrying out safety rep functions during working hours.
• Reasonable access to the workforce you represent, including the ability to talk to employees and inspect work areas.
• Access to relevant documentation such as risk assessments, accident records, and information about hazards.
• The right to make formal representations to employers about serious health and safety concerns and, where necessary, to inspectors from the safety executive.
• Protection under UK whistleblowing legislation when raising genuine concerns about breaches of health and safety law.
• Protection from being subjected to any detriment by the employer for performing safety rep duties.

Health and safety representatives have functions given by law, and their rights are enshrined in law, providing protection when carrying out their functions. Importantly, the rights and functions of safety representatives do not place any legal duties on them, meaning they have no greater liability in law for health and safety breaches than any other employee.

What safety representatives are not responsible for:

• A health and safety representative does not take over the employer’s legal duties under the Health and Safety at Work etc. Act 1974.
• Reps are not personally liable for the overall compliance of the workplace with safety regulations.
• Safety representatives have the same legal obligations as any other employee to take reasonable care for their own health and that of colleagues, and to co-operate with safety rules.
• The role is about representation, consultation, and investigation, not enforcement or management of safety processes.

This balance of rights and limited liability makes the role accessible and should reassure potential volunteers that they are not taking on undue risk by stepping forward.

How to Become a Health and Safety Representative and Typical Time Commitment

The route into becoming a safety rep differs slightly depending on whether your workplace has trade union recognition. Either way, the process is designed to ensure the representative genuinely reflects the views of their colleagues.

To become a health and safety representative, you typically need to be a member of a trade union that is recognised by your employer. You usually need at least two years of experience in your job or a similar role to be eligible for election as a health and safety representative.

In workplaces where a trade union is recognised, the union typically appoints or elects safety representatives from among its members, often expecting candidates to have relevant experience in the job or sector before taking on the role. In non-union workplaces, employees may elect a representative for employee safety through a process agreed upon between staff and the employer to ensure fairness and transparency. While representatives for non-union workers perform similar functions, they may have slightly different rights compared to trade union-appointed reps.

The typical time commitment for safety representatives starts from a few hours a month, covering basic inspections, attending safety committees, and responding to concerns. However, this can increase significantly in high-risk environments or multi-site organisations. If you are interested in becoming a safety rep, it is advisable to speak to your line manager, HR team, or union branch about volunteering and understanding the expectations involved. Before putting yourself forward, consider your interest in areas such as equipment safety, ergonomics, stress, and employee well-being, as a genuine concern for colleagues’ health and safety is the most important qualification.

Training Requirements and Ongoing Development

Effective performance of health and safety rep responsibilities depends on receiving good-quality, job-relevant training as early as possible after appointment. Without proper training, even motivated representatives may lack the confidence or knowledge to carry out their functions properly.

• Employers are expected to provide paid time off and cover reasonable costs for essential health and safety training for safety reps. This is a legal requirement under the SRSC Regulations for trade union representatives.
• Introductory training typically covers the legal framework, risk assessment basics, accident investigation, workplace safety inspections, and communication skills for raising issues with management.
• More specialist courses may address fire safety, manual handling, COSHH (Control of Substances Hazardous to Health), DSE (Display Screen Equipment), working at height, and mental health in the workplace, depending on the hazards present.
• Evolve Training’s Health & Safety courses offer structured training options designed to support both new and experienced safety representatives.
• Initial courses often run for 3 to 5 days, with refresher training recommended annually to keep skills and knowledge current.
• Ongoing development can include peer learning, mentoring from experienced reps, participation in safety committees, and attending sector-specific conferences or workshops.

Benefits of Having an Active Health and Safety Representative in the Workplace

Well-supported safety representatives bring real benefits to both employees and employers. When the role is resourced properly with training, time, and access, the impact can be significant.

Active reps help reduce accidents, near misses, and work-related ill health by identifying issues early and ensuring they are addressed before harm occurs. Research suggests workplaces with trained and empowered reps see 20-30% reductions in reportable accidents.

Regular employee health and safety consultation builds trust between workers and management, improves reporting culture, and leads to more accurate and practical risk assessments.

Organisations benefit from fewer lost-time incidents, better legal compliance with legislation, improved staff morale, and potentially lower insurance costs.

Studies indicate that firms with active safety representatives see around 25% higher rates of hazard reporting, meaning problems are identified and can be resolved faster.

For the individual, taking on the role develops valuable skills in communication, leadership, assessment, and problem-solving that can support future career progression.

Employers should invest in training, allocate reasonable pay for time spent on duties, and provide ongoing support so their health and safety reps can perform their role to the highest standard.

Summary

A health and safety representative plays a vital role in any workplace, acting as the link between employees and management on all matters related to safety, health, and welfare. Their duties include conducting regular safety inspections, investigating hazards and accidents, consulting with workers, and representing concerns to employers. The role is supported by UK law through the Safety Representatives and Safety Committees Regulations 1977 and related legislation, which provides both functions and protection for those who take it on. Importantly, becoming a safety rep does not mean taking on the employer’s legal responsibilities for workplace compliance.

For anyone considering the role, the key steps are to express interest through your trade union or employer, undergo training as early as possible, and commit to ongoing development. The benefits extend beyond improved workplace safety to include personal skill development and the satisfaction of making a real difference to colleagues’ working lives. Employers who invest in their representatives through quality training, adequate time, and genuine consultation will see measurable improvements in their safety culture and outcomes. If you want to build the knowledge and confidence to succeed in this role, explore structured health and safety training options that match your sector and responsibilities.

Frequently Asked Questions