The role of a trade union representative in a modern-day workplace

Just take a little time and think of a trade union representative…and what is the first thing that comes to mind?

Is it someone who can provide priceless support in workplace meetings and for work-related matters, a troublemaker and someone who is argumentative, or is it something else?

Whatever your view, opinion and thoughts, the fact remains that a trade union representative retains, and still has, an influential and key role to play in the modern workplace.

Although trade union membership levels have dropped significantly since their peak in the 1970s, the role of a representative and difference they can make in work-related situations has certainly not diminished.

Figures from 2024 show that trade union membership in the UK stood at 6.4 million employees, representing 22.0 per cent of the workforce - the lowest rate recorded since comparable data began in 1995. [1] cited 18.6.25

So, if at this point you are thinking something along the lines of “what a trade union representative can do really doesn’t matter to me because I’m not a member of a trade union’  - you are wrong.

In perhaps one of the most critical work-related situations you can face, the threat of dismissal as a result of unwarranted allegations made against you, then you can get the support of a trade union representative - even if you are not a member. And it really can make a  difference in retaining or losing your job or career.

Employment law provides a statutory right for you to be accompanied at a disciplinary hearing by a trade union representative – even if you are not a union member This is explained later. [2] cited 18.6.25

One of the most fundamental aims of a trade union is to protect workers’ rights, and a trade union representative can effectively be on the shopfloor and at the front of any effort to do so.

They can directly support employees to ensure they are being treated fairly. It is a role that is demanding and one that requires great skill and diplomacy and a good knowledge of employment law and fair workplace policies. [3] cited 18.6.25

Here we take a closer look at the important role of the trade union representative, what they can do and the support they can provide.

Trade union representative

The term trade union representative is typically used to describe  an official employed by a trade union, or a member who has been chosen to act as a representative.

A representative can be an employee elected or appointed by other union members to represent them in relevant workplace matters. Alternatively, the representative, more commonly known as a rep, is usually a trade union member themselves and they will be selected for the role based on the union's rules and procedures. 

The role of a trade union representative is not to be confused with that of a General Secretary, such as Len McCluskey a former shop steward and Unite General Secretary, which is likely to be familiar to many people because of the good and bad media attention it can receive. [4] cited 18.6.25

A trade union representative supports workers within any given workplace, while the General Secretary is the union’s leader, responsible for overall strategy, governance and public representation of the organisation.

Representation

You have a statutory right to representation at formal disciplinary and grievance meetings. You can be accompanied at such meeting by a colleague or trade union representative.

This type of support can be invaluable if you are facing disciplinary allegations or if you have found it necessary to raise a formal grievance at work.

Trade union members will be entitled to the support of a trade union representative based on the terms of their union membership.

However, you can still get the support of a trade union representative for a formal disciplinary or grievance hearing whether or not you are a member or the union is recognised by your employer.

The support of a skilled trade union representative in such situations can significantly influence the outcome of a disciplinary or grievance case and often ensure it is in your favour. 

They can  provide support, guidance, make sure fair procedures are followed, help you to fully and clearly understand your rights, present your case effectively and negotiate for a fair outcome. 

While you have a statutory right to be accompanied at disciplinary and grievance hearings, you do not have the same right at informal meetings e.g. investigation/fact-finding meetings as part of the disciplinary investigation process or redundancy consultation meetings.

However, some company policies will allow you to be accompanied at such meetings so always check and even if the procedure does not allow it, you can always request it.

Representation can also be provided in discussions about workplace changes e.g. new working hours or job roles, for any health and safety concerns and in pay talks and negotiations.  

If you need the support of one of our experienced and skilled trade union representatives or require one of them to act as your companion at a formal hearing contact our Employee Support Centre

How can a trade union representative support me?

The TUC explains that there are several types of union representative, with separate roles, although sometimes different names are used to describe them. [5] cited 18.6.25

• Union representative or steward – has statutory rights to represent members in the workplace and carry out other workplace duties.
• Health and safety representative – has statutory rights to cover many aspects of health, safety and welfare in the workplace and attends health and safety committee meetings. In most unions the union representative and the health and safety representative are two separate positions. In other unions, once you become a union representative you are automatically the safety representative. They are, however, different roles.
• Union learning representative – has statutory rights for promoting and organising education and training in their own workplace.
• Equality representative – covers all aspects of promoting, organising and negotiating equality and fairness at work (see section on Equality).
• Senior steward or convenor – is a union representative with a lot of experience of dealing with workplace issues and will represent the workforce at meetings with management to negotiate pay or changes in working conditions.
• Union full-time officer – can be elected or appointed according to the union rule book. This officer works full-time for the union and supports all regional union activities and representatives. Their main function is to become involved in members’ cases when they reach a higher level with management. Some unions also employ fulltime organisers to support branches.

For employees in medium and small businesses, particularly, it is much more likely that it is the support of the union representative or steward that will be needed. They can offer support  and act as a companion in disciplinary and grievance cases.

Their presence can also influence and ensure an employer follows a fair procedure and help to prevent unfair or discriminatory treatment. 

At a disciplinary or grievance hearing a trade union representative should be allowed to: [6] cited 18.6.25

• Set out the employee's case
• Respond for the employee to any comments or points made at the meeting
• Talk with the employee during the hearing
• Sum up the employee's case at the end of the hearing

Finally

The role and influence of trade unions may have diminished over the decades, but the trade union representative still has a key role to play in a modern workplace in standing up for employees - both members and non-members.

The skillset of a good trade union representative – good listener, strong communicator, effective negotiator, diplomacy, empathetic, excellent problem solver, passionate about defending the rights of employees and knowledgeable about employment law – can help to resolve a wide range of workplace issues and problems.

The role of a trade union representative – advocate, negotiator and protector - remains a vital one, which can make employees in different sectors feel safe, respected and supported to navigate any potential workplace pitfall.