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STANDARD OPERATING PROCEDURES	SOP #		Revision
STANDARD OPERATING PROCEDURES	Subject
Issue Date		Review Date
Prepared By		Approved By

2026/03/23: SOP Health & Safety RepresentativesDocument Number: H&S01Version: 01Compiled By: Dean JacobsReview Date: 2027/03/23 1. PURPOSETo establish a structured procedure for the appointment, roles, and responsibilities of Health & Safety Representatives to ensure:<ul><li>Compliance with the Occupational Health and Safety Act 85 of 1993 </li><li>Identification and control of workplace hazards </li><li>Promotion of a safe and healthy working environment </li><li>Effective communication between employees and management on safety matters </li></ul> 2. SCOPEThis procedure applies to:<ul><li>All appointed Health & Safety Representatives </li><li>All departments within SPAR Health </li><li>All operational areas within the facility </li></ul>It covers:<ul><li>Appointment of H&S Representatives </li><li>Duties and responsibilities </li><li>Inspections and reporting </li><li>Training requirements </li><li>Participation in safety activities </li></ul> 3. LEGAL COMPLIANCEThis SOP complies with:<ul><li>Occupational Health and Safety Act 85 of 1993 (Sections 17 & 18) </li><li>General Safety Regulations </li><li>Relevant SANS standards </li></ul> 4. APPOINTMENT OF H&S REPRESENTATIVES<ul><li>H&S Representatives must be appointed in writing </li><li>Appointment ratio: <ul><li>Minimum 1 representative per 50 employees (or part thereof where applicable) </li></ul></li><li>Representatives must: <ul><li>Be familiar with workplace operations </li><li>Be able to communicate effectively </li><li>Be trained in health and safety practices </li></ul></li><li>Appointment must be signed by: <ul><li>Employer / Management </li><li>Appointed Representative </li></ul></li></ul> 5. ROLES AND RESPONSIBILITIESHealth & Safety Representatives are responsible for:<ul><li>Conducting workplace inspections </li><li>Identifying hazards and unsafe conditions </li><li>Participating in Hazard Identification and Risk Assessments (HIRA) </li><li>Investigating incidents and near-misses </li><li>Monitoring compliance with safety procedures </li><li>Promoting safe work practices </li><li>Attending safety meetings </li><li>Reporting findings to the Maintenance Manager / Safety Officer </li></ul> 6. INSPECTIONS<ul><li>Inspections must be conducted monthly (or as required) </li><li>Representatives must: <ul><li>Use QR inspection codes </li><li>Identify hazards and risks </li><li>Recommend corrective actions </li></ul></li><li>Completed inspections must be submitted on Shefes</li></ul>7. INCIDENT PARTICIPATIONH&S Representatives must:<ul><li>Participate in incident investigations </li><li>Assist in identifying root causes </li><li>Recommend corrective and preventative actions </li><li>Ensure to Contact Dean Jacobs to assist filling in incident report on Shefes</li></ul>8. TRAINING REQUIREMENTSAll H&S Representatives must receive training in:<ul><li>Occupational Health and Safety Act </li><li>Hazard Identification and Risk Assessment (HIRA) </li><li>Incident investigation </li><li>Fire safety and emergency procedures </li><li>Use of Personal Protective Equipment (PPE) </li></ul>Refresher training must be conducted periodically. 9. COMMUNICATION AND REPORTING<ul><li>All hazards and unsafe conditions must be reported immediately </li><li>Representatives must: <ul><li>Communicate with employees, management , and Safety Officer</li><li>Escalate serious risks without delay </li></ul></li><li>Reports must include: <ul><li>Inspection findings </li><li>Incident observations </li><li>Recommended actions </li></ul></li></ul> 10. HEALTH AND SAFETY MEETINGS<ul><li>H&S Representatives must attend safety meetings </li><li>Meetings must be held regularly (e.g., quarterly) </li><li>Representatives must: <ul><li>Provide feedback from inspections </li><li>Raise safety concerns </li><li>Participate in decision-making </li></ul></li></ul> 11. RECORD KEEPINGThe following records must be maintained:<ul><li>Appointment letters </li><li>Training records </li><li>Inspection reports </li><li>Incident investigation reports </li><li>Safety meeting minutes </li></ul>All records must be kept for audit and compliance purposes. 12. AUTHORITY OF H&S REPRESENTATIVESH&S Representatives have the authority to:<ul><li>Identify and report unsafe conditions </li><li>Recommend corrective actions </li><li>Request investigations into incidents </li><li>Participate in inspections and audits </li></ul> 13. NON-COMPLIANCE<ul><li>Failure to comply with safety requirements must be reported </li><li>Disciplinary action may be taken where necessary </li><li>Immediate action must be taken for high-risk situations </li></ul> 14. REVIEW AND REVISIONThis SOP must be reviewed:<ul><li>Annually  </li><li>After incidents </li><li>After legal or operational changes</li></ul>

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