PCBU responsibilities

In accordance with work health and safety (WHS) laws, the responsibility for providing a healthy and safe workplace is with the person conducting a business or undertaking (PCBU). However, health and safety representatives (HSRs) have an important role to play in representing members of their work group and communicating WHS matters to the PCBU.

It is not mandatory for a business to have an HSR, unless it is requested by workers. However, if workers do not make a request to elect an HSR, PCBUs should still inform workers about their rights to be consulted and to elect an HSR.

The Work Health and Safety Act 2011 (WHS Act) outlines specific duties that PCBUs have towards HSRs. There is also a checklist for PCBUs that provides an overview of their HSR-related responsibilities. For specific PCBU responsibilities relating to a Major Construction Project, see the Major construction projects webpage.

Consulting and supporting HSRs 

PCBUs must consult with their workers on relevant matters. If the workers are represented by an HSR, then that consultation must also include the HSR.

The main function of an HSR is to represent their workgroup, which may involve raising WHS matters and consulting on safety issues with the PCBU. The PCBU must talk with the HSR whenever they reasonably request to discuss safety matters.

PCBUs must allow HSRs access to information on hazards at the workplace and other information that may impact the health and safety of workers in the work group. Information about a worker can’t be personal or medical, unless what is provided is anonymous and doesn’t identify the worker, or the worker has given their consent for the information to be provided.

PCBUs must provide any resources, facilities and assistance that are reasonably necessary to help HSRs perform their functions. This includes allowing them as much time as they reasonably need to perform their functions and paying them at their usual rate.

Additionally, PCBUS must:

  • permit an HSR to accompany an inspector during an inspection of any part of the workplace
  • allow HSRs to attend interviews about WHS matters between work group members and a WorkSafe ACT inspector or the PCBU (with the consent of at least one work group member)
  • allow a person assisting an HSR to access the workplace where it is needed to provide assistance, and
  • ensure HSRs are not disadvantaged for taking on the role of HSR, such as being dismissed or threatened to be dismissed, for exercising a power or performing a function.

For further information on what HSRs do, see the Powers and Functions of HSRs section of the toolkit.

HSR elections and workgroups 

Any worker (or group of workers) may make a request to the PCBU for an HSR to be elected to represent them. The election process requires negotiations between the PCBU and the workers to set up work groups.

The PCBU must start the negotiations within 14 days and include any other relevant PCBU, and if workers request it, their representatives (such as a union member). As soon as possible after negotiations are complete, the PCBU must notify the workers of the outcome of the negotiations and of any work groups that are set up.

The PCBU must then provide any reasonable resources, facilities and assistance needed for the HSR elections to be conducted.

For more information on the process, see the Work Group and Elections section of the toolkit.

Maintaining and displaying a list of HSRs in the workplace 

The PCBU must display an up-to-date list of HSRs at the workplace. This could be through a list displayed on a notice board or on the workplace intranet, for example. If the list of HSRs is digital PCBUs should provide their workforce with information about where to find the list.

The list helps workers identify their HSRs and deputy HSRs if they have a work health and safety concern or issue.

The PCBU must also notify WorkSafe ACT of the HSRs and deputy HSRs as soon as practicable after an election has occurred.

HSR training 

Training is not mandatory for HSRs. However, if they request it, both HSRs and deputy HSRs are entitled to attend an initial five day approved training course, and then each subsequent year they may attend a one day refresher training.

PCBUs must allow HSRs to attend their chosen course within three months after the request is made. The HSR is entitled to choose the course but may choose to consult with the PCBU. When an HSR attends a course, the PCBU must:

  • pay the course fees and any other reasonable costs associated with the HSR’s attendance at the training, and
  • provide their usual pay when they take time off work to attend training.

If there is more than one PCBU for the work group the HSR represents, the PCBUs must equally share the costs of training, or they can agree to share the costs in different proportions.

For more information, see the HSR Training section of the toolkit.

A PCBU and the HSR can also agree that the HSR attends or receives further training, but this is not an entitlement under the WHS Act. If the PCBU and HSR cannot come to a timely agreement about training, they may ask WorkSafe ACT to appoint an inspector to decide the matter. Further information about how inspectors may assist is available on the Inspectors and Workplace issues webpage.

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