Consultation and safety representation

Health and Safety committees

Consultation and participation, with clearly defined terms of reference, takes place in a health and safety committee.

Where a health and safety committee has been established by local management it must include a balanced representation of management, staff and safety representatives.

Where appropriate, the role and function of the committee may be incorporated and clearly defined in the terms of reference of team meetings.

Safety representatives

A safety representative is an employee elected or selected to consult with, and make representations to, the employer on safety, health and welfare matters. The employer must consider these representations, and act on them if necessary.

You will be given reasonable time off for safety training and carrying out safety-related duties.

A safety representative's role is to:

make representations for employees
conduct inspections
carry out investigations
accompany HSA inspectors

Information to be made available to safety representatives

As a safety representative, you must be given access to information on:

risk assessments
reportable accidents
occupational illnesses
dangerous occurrences

Examples of such information include:

safety data sheets
instruction manuals
designer, manufacturer or supplier data about items under review

You should also be given information about the systems of work.

This includes any changes that would affect existing risks or precautions, including:

occupational safety, health and welfare reports
information on occupational accidents and ill health at the place of work
results of relevant health assessments carried out

You must also be given copies of compliance with relevant notices.

Employers must supply you with health, safety and welfare information if you request it.

Employers should not supply any information where:

disclosing the information contravenes a legal prohibition
information relates to an individual without their consent
the information could cause significant damage to the organisation
the organisation's legal position in taking or defending any legal proceedings

You can get 3 types of information from HSA inspectors:

factual information to do with safety and health in the place of work
information about any action the inspector has taken or proposes to take
prohibition notices

Workplace inspections

As a safety representative, you can inspect the workplace after giving reasonable notice to your employer.

You can inspect the workplace immediately where:

an accident or dangerous occurrence has taken place
there is an imminent danger or risk to the safety, health and welfare of any person

The frequency of inspections depends on:

size of workplace
nature and range of work activities and work locations
nature and range of hazards and risks
changing hazards and risks

Some common types of inspections are:

safety tours that includes a general inspection of the whole workplace
safety sampling of dangerous activities, processes or work areas
review of risk assessments, safety statement and safe operating procedures

You may be joined by the employer during inspections.

After the inspection, you can meet in private with those you are representing.

Carry out investigations

Employers must tell you when a HSA inspection is taking place.

A safety representative may investigate accidents and dangerous occurrences in the workplace to find out the causes and help identify necessary remedial or preventive measures.

Investigations may include visual examinations and speaking to people with relevant information. Physical evidence must not be disturbed before an inspector has seen it.

HSA inspections and investigations

As a safety representative, you may:

be present when the inspector interviews the employee, at the employee's request
make representations to the employer on safety, health and welfare issues
make representations to inspectors about the investigation of accidents or dangerous occurrences
receive advice from inspectors about safety, health and welfare at work
liaise with other safety representatives appointed, for example, representatives on different shifts

Record keeping

Keeping records will help you when checking to see if measures are implemented. You may keep records of any safety and health issues. This includes those not discovered during an inspection. Notes should be kept of relevant information supplied by the employer.

Electing safety representatives

The number of safety representatives elected depends on the:

number of employees to be represented
nature of the work and degree of risk
operation of shift work
workplaces spread over many locations
different types of occupations and locations within the workplace

It is recommended that you serve a term of 3 years, to benefit from the training received. You can be re-elected when your term ends.

Training and support

The National Health and Safety Function provides training for safety representatives. The duration of the training programme is 3 days. Training can be applied for by contacting the health and safety helpdesk.

Managers should train representatives on safe systems of work specific to their workplace.

This training is available to employees of the HSE following a training needs assessment (TNA).

Safety representatives networking sessions in 2023

The National Health & Safety Function (NHSF) host regular networking sessions for safety representatives across the HSE. These are one-hour online sessions providing advice and safety updates, and networking opportunities with your counterparts in other locations.

The upcoming sessions will provide you with an understanding of the HSE’s risk management process, and the types of health and safety risk assessments completed.

To book your place, click on the session you wish to attend.

Session 1
Topic: risk assessment - chemical agents
Mode: WebEx
Date and time: Tuesday 7 March, 2pm to 3pm

Session 2
Topic: risk assessment - biological agents
Mode: WebEx
Date and time: Tuesday 25 April, 10.30am to 11.30am

Session 3
Topic: risk assessment - chemical agents
Mode: WebEx
Date and time: Wednesday 24 May, 10.30am to 11.30am

Session 4
Topic: risk assessment - biological agents
Mode: WebEx
Date and time: Wednesday 21 June, 2pm to 3pm