A deficiency notice, a new warehouse opening or a workplace accident can reveal a difficult gap: nobody is sure who owns safety. The essential German workplace safety roles are not simply job titles to add to an organisation chart. They are part of a legal system that requires you, as the employer, to obtain competent advice, assess risks and act on findings.
For international employers, the challenge is rarely a lack of goodwill. It is knowing which appointments are required, which depend on your risk assessment, and where external specialists can take practical ownership. Here is the clear version.
Which German workplace safety roles do you need?
The Occupational Health and Safety Act (Arbeitsschutzgesetz, ArbSchG) places the central duty on the employer. You must organise occupational health and safety so that hazards are identified, controls are implemented and employees receive appropriate instruction. Delegating tasks does not remove your accountability, but it gives you access to the qualified people needed to meet it properly.
Two appointments form the foundation for most employers: the occupational safety specialist and the company doctor. Their required level of involvement is determined by the nature of your work, headcount, sector and accident insurance institution (Berufsgenossenschaft, or BG), principally under DGUV V2.
Other roles are triggered by the workplace itself. A logistics site with forklifts, racking, charging areas and contractors needs a different safety structure from a small office. If you handle chemicals, run a kitchen, store flammable materials or occupy a complex building, specialist responsibilities may also be necessary.
Occupational safety specialist (Fachkraft für Arbeitssicherheit, or SiFa)
The occupational safety specialist is your professional adviser on technical and organisational safety. Under the statutory framework known as ASiG and the practical requirements of DGUV V2, employers must appoint a suitably qualified safety specialist. The specialist helps you make safety part of day-to-day operations rather than a document that only appears before an inspection.
Their work commonly includes site inspections, support with the risk assessment (Gefährdungsbeurteilung), accident investigation, employee instruction, machinery and equipment safety, and corrective actions after deficiencies are found. They should understand the actual work: a retail stockroom, for example, has different risks from a production line or a co-working office.
This role can be external. That is often the sensible route for start-ups, multi-site businesses and companies without enough work to justify an in-house HSE appointment. What matters is that the specialist has the right qualification, receives the information needed to advise you and is involved early enough to influence decisions.
Company doctor (Betriebsarzt)
The company doctor supports occupational health, with an emphasis on preventing work-related illness and assessing whether work creates particular health risks. Like the safety specialist, the company doctor is a required part of the employer’s occupational safety support arrangement under DGUV V2.
The doctor may advise on screen work, manual handling, noise, respiratory protection, shift patterns, expectant workers and workplace reintegration. Where work exposes employees to defined hazards, occupational medical precaution may be required under ArbMedVV. The exact provision depends on exposure, not on whether an employee has already become unwell.
Medical confidentiality is fundamental. You receive advice about workplace measures and fitness-related conclusions where appropriate, not an employee’s confidential medical details. This separation helps employees use occupational health support with confidence.
First aider (Ersthelfer)
You need trained first aiders who are available during working hours, shifts and foreseeable absences. The required number depends on the workforce size and the type of operation. An office and a warehouse should not be planned in the same way, even with identical headcounts.
First aid provision also means suitable first aid equipment, clear emergency information and procedures for reporting serious incidents. Training records and valid refresher training matter. A name on a noticeboard is not enough if that person works remotely, is on holiday or cannot safely reach the incident.
Safety representative (Sicherheitsbeauftragter)
A safety representative is an employee who supports safe behaviour in their area and acts as an additional point of contact for colleagues. In many businesses with more than 20 employees, the relevant accident insurance institution expects one or more safety representatives.
They are not a replacement for the occupational safety specialist, management supervision or the employer’s duties. They are a practical bridge between the people setting safety measures and the people using loading bays, office equipment, ladders or warehouse routes every day. Choose respected employees with enough time to perform the role, rather than appointing someone solely because they were available.
Fire safety officer (Brandschutzbeauftragter)
A fire safety officer is not mandatory for every German workplace. Whether you need one depends on your fire risk assessment, building use, insurer requirements, local authority expectations and the complexity of your site. Larger, higher-risk or operationally complicated premises are more likely to need a formally appointed officer.
Even where no dedicated officer is required, you still need effective fire protection. That may include evacuation procedures, fire safety assistants, clear escape routes, suitable extinguishing equipment, drills and employee training. The right arrangement follows the premises and its risks, not a one-size-fits-all checklist.
Hazardous substances officer (Gefahrstoffbeauftragter)
There is no universal rule that every employer must appoint a separately titled hazardous substances officer. However, if hazardous substances are used, stored or generated, you must manage them properly under GefStoffV. That includes maintaining an inventory, obtaining safety data sheets, assessing exposure, setting controls and training employees.
For a low-risk office, this may be a limited task supported by your safety specialist. For workshops, cleaning operations, laboratories, manufacturing sites or warehouses with chemicals, clear ownership is essential. A competent person should coordinate the work and understand the relevant technical rules, including TRGS where applicable.
The roles that often become visible too late
Some obligations are missed because they do not look like appointments at first. A qualified person may be needed to inspect particular work equipment. Electrical systems and equipment require recurring inspections under DGUV V3. Racking needs regular visual checks and expert inspections in line with DGUV 208-043. These are not admin exercises. They identify damage and unsafe conditions before they lead to an injury or a costly interruption.
You may also need a safety committee (Arbeitsschutzausschuss, or ASA). Employers with more than 20 employees must generally establish this committee. It brings the employer or their representative, the safety specialist, company doctor, safety representatives and other relevant parties together to review risks, incidents and planned improvements. A committee meeting is useful only when its actions have owners and deadlines.
Turn appointments into working safety arrangements
The best safety structure is proportionate. Over-appointing roles without defining their authority creates confusion. Under-resourcing the roles that are needed creates risk and leaves you unable to show how safety is managed. Start with your activities, premises, working patterns, equipment and workforce, then map the competent support required.
1. Inspect the reality of the site
Review how work is actually done, including contractor activity, home or hybrid work, deliveries, storage and non-routine tasks. This provides the evidence for a legally structured risk assessment and shows which specialist roles need to be involved.
2. Define ownership and competence
Document who has been appointed, what they are responsible for, how they report concerns and when they must be consulted. Give internal role holders enough authority to raise issues. Where support is external, make sure the provider can visit the site, speak to the relevant people and follow corrective actions through.
3. Keep evidence current
Maintain appointment records, risk assessments, training evidence, inspection reports, meeting minutes and action logs. If your BG asks questions after an inspection or accident, current evidence helps you explain what was in place and what you are doing next. It also makes annual reviews far less disruptive.
Captain Safety can coordinate these connected duties, from the initial site inspection and risk assessment through to specialist appointments, training, inspections and ongoing review. This is particularly helpful when you need English-language clarity while operating within the German system.
Common questions about German workplace safety roles
Can one person hold several safety roles?
Sometimes, yes, but only where that person is suitably competent, has enough capacity and there is no conflict with the task. A small, low-risk office may have an employee who is both a first aider and safety representative. An employer cannot simply designate an unqualified employee as the occupational safety specialist or company doctor.
Are these roles required for remote employees?
Your duties still apply when employees work from home or remotely. The risk assessment should cover the work activities and arrangements you can reasonably influence. The suitable level of support depends on the work and wider business operation, not solely on where a laptop is used.
What should you do after receiving a BG deficiency notice?
Treat the notice as a structured action list. Check the deadline, gather the requested documents, inspect the relevant area and assign competent support immediately. Do not assume that a template document will resolve a practical site problem. The corrective action needs to match the deficiency identified.
Good safety management is not about collecting impressive titles. It is about making sure a qualified person sees the risk, someone has the authority to fix it, and employees understand how to work safely. Put that structure in place before the next inspection, incident or site opening asks the question for you.