Safety Representatives - an Important Resource

Safety Representatives - an Important Resource in the Working Environment Efforts

In this article, we explore the critical role of the safety representative, what the law directs, and how you as an employer can create conditions for a successful collaboration. The goal? A safer and more sustainable work environment for everyone in the workplace.

The Safety Representative - an Important Resource in the Working Environment Efforts 

Did you know that the Swedish law requires employers with at least five employees to have a safety representative? Despite this, many employers are unaware of or fail to comply with this requirement. For others, it may be challenging to motivate employees to take on the role of safety representative, and what do you do if no one is willing to step up?

What is a Safety Representative?  

The safety representative is the employees’ voice in work environment matters. According to the Swedish Work Environment Act, the employer holds the primary responsibility for the work environment, which also includes collaborating with the employees to create a safe and secure workplace. The safety representative represents the employees in this collaboration and has the right to participate in work environment discussions, but does not carry any personal responsibility for the work environment. For example, as an employer, you cannot delegate work environment responsibilities to a safety representative. 

All workplaces with five or more employees must have at least one safety representative. The safety representative is typically elected for a period of three years. If there are multiple safety representatives at the workplace, a chief safety representative must be appointed, someone responsible for coordinating the safety representatives and their work.

How is a Safety Representative Appointed?  

If your workplace has a collective agreement, the union is responsible for appointing the safety representative, which usually happens during a meeting. When a safety representative is elected, it is important to document the decision in a protocol that is then submitted to the employer. The protocol should include: 

• The safety representative’s name and address 
• The area of responsibility, which could be geographical or cover specific roles 
• The duration of the assignment

If your workplace does not have a collective agreement, the employers themselves must choose a safety representative and inform you as the employer. Reaching an agreement can be challenging for employees, especially without the support of a collective agreement. As an employer, you are not allowed to appoint a safety representative, nor can managers. However, you can assist in organizing the election.

Here are some simple tips: 

• Let employees vote for a safety representative
• Send an email to everyone, allowing employees to nominate or choose a candidate 
• Encourage employees to nominate candidates for the role and then hold a vote 

It’s essential that the election process is conducted correctly, otherwise, the safety representative cannot carry out their duties under the law. Make sure to inform and educate both employees and managers about the role of a safety representative and why it is important. 

Being a safety representative is voluntary, if no employee is willing to take on the role, the position will remain vacant. In that case, it becomes even more crucial for you as an employer to actively work with the workplace environment in collaboration with your employees. Also, ensure that everyone knows who to contact with questions or concerns about the work environment.

Responsibilities of the Safety Representative

The safety representative works on all matters related to the work environment, physical, organizational, and social. This includes addressing issues such as stress and burnout. The safety representative represents all employees at the workplace, including temporary staff. Additionally, the safety representative is tasked with ensuring that the employer complies with the requirements for Systematic Work Environment Management (SAM) and the Work Environment Act.

Employer Responsibilities 

As an employer, you must never obstruct the safety representative from carrying out their work. The safety representative has the right to access information and documents necessary to perform their role. You are also required to inform them about any changes that affect the work environment. 

If the safety representative identifies issues with the work environment, they can ask you to address them. You must respond promptly. If the issues are not resolved within a reasonable timeframe, the safety representative can report them to the Swedish Work Environment Authority (Abetsmiljöverket).

According to the Swedish Work Environment Act, safety representatives have the right to: 

• Receive training 
• Allocate time for their role during paid working hours 
• Access documents related to the work environment 
• Participate in planning new premises, renovations or relocations 
• Request measures to improve for organizational changes 
• Stop work that poses an immediate and serious danger to employees’ lives or health, a safety stop 

The safety representative must never be negatively treated for taking on the role and is entitled to the same salary and working conditions as before.

More information 

Read more at the Swedish Work Environment Authority website: 

Safety Representatives 

Safety Representative - Brochure 

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