Everything You Need to Know About Health and Safety Representatives (HSRs)

After 25+ years helping businesses strengthen WHS compliance, I’ve seen one simple change consistently lead to big improvements in safety engagement: appointing a Health and Safety Representative (HSR). This role gives workers a stronger voice in safety discussions while helping businesses identify risks earlier, resolve issues faster, and meet their legal obligations

Deciding whether an HSR is right for your business? This blog will explain:

  • What an HSR is (and their key responsibilities)
  • Why every business should have one (hint: it’s more than compliance)
  • How to select, train, and support your HSR

By the end of this blog, you’ll see how an HSR can help you strengthen workplace safety, improve worker engagement, and reduce the likelihood of serious incidents.

Everything You Need to Know About Health and Safety Representatives (HSRs)- Dowell-Soutions-Kylie-Dowell.
What is a Health and Safety Representative (HSR)?

A Health and Safety Representative (HSR) is an employee who is elected by their colleagues to represent their health and safety interests. Essentially, they are the bridge between workers and management, making it easier for safety issues to be raised, discussed, and resolved.

HSRs aren’t just a “nice-to-have” role — in some industries, they’re a legal requirement. Under WHS legislation, certain businesses (especially in high-risk industries) may be required to have an HSR if requested by workers.

What Does an HSR Do?

HSR’s roles and functions include:

  • Identifying and reporting hazards – They’re often the first to notice risks on the ground.
  • Consulting with management on safety issues – They give workers a voice in management discussions.
  • Participating in risk assessments – They play an active role in identifying and controlling risks.
  • Assisting in the resolution of health and safety issues – They help prevent problems from escalating.
  • Representing workers during health and safety inspections – They advocate for the workforce during audits and inspections.

One of the most important tools a (trained) HSR has is the ability to issue Provisional Improvement Notices (PINs) if they believe health and safety issues aren’t being properly addressed. This gives them the authority to request action where it’s needed.

Why Every Business Needs an HSR

Deciding whether an HSR is right for your business? Here are 5 important reasons why they’re worth having on your team.

1️⃣ Increases Safety Engagement

Workers are more likely to speak up about safety issues when they know a trusted peer is listening. HSRs create a safe space for workers to raise concerns and be heard.

I’ve seen businesses where the introduction of an HSR made a noticeable difference to safety engagement. Workers felt like they had a voice in decisions that affected them. As a result, they were more likely to report hazards, participate in risk assessments, and offer solutions.


2️⃣ Reduces the Risk of Incidents and Injuries

When hazards are spotted early, incidents are prevented. Simple as that. HSRs are trained to identify risks before they escalate.

I once worked with a client who had a forklift safety issue that was being overlooked. Their newly trained HSR noticed a pattern of near-misses in a specific area of the warehouse. By raising the issue early, the team introduced new controls and avoided what could have been a serious incident.


3️⃣ Bridges the Gap Between Workers and Management

Not all workers feel comfortable raising safety concerns directly with management, especially if they fear being seen as a “complainer.”

But when a peer like an HSR raises the issue, it’s viewed as a collective concern — not just one person’s problem. This bridge-building approach improves trust, strengthens relationships, and creates a more positive safety culture.


4️⃣ Supports WHS Compliance

If compliance is on your mind (and let’s be honest, it always is for business owners), having an HSR on board can make a big difference.

Under WHS laws, workers have the right to request an HSR. And while it’s not legally required for every business, those that adopt an HSR approach are often better prepared for audits and inspections. Proactively appointing an HSR demonstrates that you take safety seriously — a fact that regulators will notice


5️⃣ Strengthens Workplace Culture and Morale

Nothing says “we value our people” like giving workers a formal voice in health and safety matters. When workers feel heard and see their concerns being addressed, morale naturally improves.

I’ve seen it time and time again — disengaged employees become champions of workplace safety, driving positive change from within. And that change ripples throughout the organisation, fostering a stronger safety-first culture.

How to Select (or Elect) an HSR

If you’re ready to introduce an HSR into your workplace, the process doesn’t have to be complicated. Here’s a simple 3-step process:

1️⃣ Notify Workers – Let your team know they have the right to elect an HSR and explain what the role involves.

2️⃣ Call for Nominations – Ask for nominations from the team. Workers can nominate themselves or others.

3️⃣ Run an Election (If Needed) – If multiple people are nominated, run a simple vote where workers select their preferred candidate.

Pro Tip: Encourage nominees to introduce themselves to the team and explain why they’re interested in the role. This transparency builds trust in the election process.

Pro Tip: Encourage nominees to introduce themselves to the team and explain why they’re interested in the role. This transparency builds trust in the election process.

What Makes a Great HSR?

Not every worker is a natural fit for the role, so it’s important to select the right person. The best HSRs have these key traits:

  • Communication Skills – They listen, ask questions, and explain issues clearly.
  • Empathy and Approachability – Workers should feel comfortable coming to them with concerns.
  • Attention to Detail – Great HSRs notice the “small stuff” before it becomes “big stuff.”
  • Confidence to Speak Up – They have the confidence to challenge decisions when safety is at stake.
How to Train a HSR (and Why It’s Essential)

You wouldn’t expect someone to drive a forklift without training, and the same logic applies to an HSR. Proper training gives them the skills and confidence to step up in critical moments.

What HSR Training Covers:

  • WHS legislation and workers’ rights
  • Identifying and reporting hazards
  • How to issue Provisional Improvement Notices (PINs)
  • Engaging in risk assessments and safety consultations

At Dowell Solutions, I offer initial HSR training as well as refresher courses for those looking to upskill. Proper training makes HSRs more effective and boosts their confidence to lead.

How Managers and Business Owners Can Support an HSR

Having an HSR is only half the battle, supporting them is the other half. Here’s how you can do it well:

  • Consult With Them Regularly – Include them in monthly safety meetings and encourage open dialogue.
  • Respect Their Role – Remember, HSRs have the legal authority to issue Provisional Improvement Notices (PINs). Respect their input and collaborate on solutions.
  • Provide Time and Resources – Give them time during work hours to fulfil their role and access to training and tools.

Pro Tip: The more you support your HSR, the more effective they’ll be. It’s a win-win for your business..

Ready to Strengthen Safety in Your Workplace?

A HSR isn’t just a "nice-to-have", it’s an essential part of a well-run safety system. They bridge the gap between workers and management, prevent hazards from escalating, and promote a culture of safety.

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Picture of ABOUT THE Author - Kylie Dowell

ABOUT THE Author - Kylie Dowell

Kylie Dowell is a seasoned WHS consultant, trainer, and safety advocate with over 25 years of experience helping Australian businesses create safer, compliant workplaces.

Through her partnership with TEAMS, an accredited Registered Training Organisation, Kylie delivers a wide range of training up to Advanced Diploma level, empowering businesses with the knowledge and skills to manage safety effectively.

As an approved trainer for Health and Safety Representative (HSR) courses by three Safety Regulators, Kylie has guided countless organisations in building stronger safety cultures and fostering healthier work environments.

Specialising in practical and effective safety solutions, she works closely with small and medium-sized businesses to simplify complex WHS requirements, making safety approachable and achievable.

When she’s not delivering high-quality training or conducting ISO 45001-certified audits, Kylie enjoys collaborating with her clients to design tailored workshops and strategies that suit their unique needs.

Ready to make safety simpler? Get in touch with Kylie today for personalised support.