What can a trade union representative do in a meeting?

The benefits of having the right support in any life situation that gives you real cause for concern are immeasurable  - and it definitely is with work-related matters.

There can be few things more daunting or unsettling than either unexpectedly being summoned to a discussion with your manager, or being invited to attend a meeting with them, for which you have a right to be accompanied or can reasonably ask to be.

Such meetings can take place for a range of different reasons. It can happen if allegations are levelled against you, there is a complaint about your work or problem with it,  you are not performing as expected or required, or there are proposed changes that can affect your job.

For a formal meeting such as a disciplinary or grievance meeting you do have a statutory right to be accompanied by either a colleague, trade union representative or official  (1) [Cited 16th July 2025]

You do not have the same right for informal meetings e.g. fact-finding or investigation meeting or some discussions regarding any conflict in the workplace. You can, however, ask if you can be accompanied at such a meeting.

The best companion to have in any such situation is a trade union representative (2) [Cited 16th July 2025] 

Here we take a look at the role of a trade union representative at four different types of work meetings that can have implications for your job security, how they can provide you with crucial assistance in those situations, and at how you can secure that support even if you are not a trade union member.

 Trade union representative (Rep)

A Rep is chosen by, and trained by, the union and equipped with the skills to speak up for employees, support them and defend their rights.

They can give practical advice, accompany you at meetings with managers or HR, raise concerns on your behalf or support you in doing so and ensure you are treated in a manner that is fair and legal.

If you are in any difficult situation at work a Rep can usually help in providing the best advice and support.

So let us look at the different type of meetings at which a Rep can help and what they can do in those situations.

Disciplinary hearing

Perhaps one of the most worrying and definitely most stressful meetings you can be invited to at work is a disciplinary hearing given the consequences it can have, with dismissal being the most severe.

You have the right to be accompanied at a hearing by a chosen companion, who can be a colleague or trade union representative.

The experience and skill of a Rep in such meetings can often make the biggest difference in you getting a favourable outcome.

ACAS explain the role of a Rep at a disciplinary hearing (3) [Cited 16th July 2025]

The employee's companion should be allowed to:

• 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
• take notes
• sum up the employee's case at the end of the hearing

The employer might agree to allow the companion to answer questions on behalf of the employee. But this is not a legal requirement.

Disciplinary hearings are inevitably daunting, challenging and difficult. Having an experienced, knowledgeable and calm Rep who can expertly advocate on your behalf will ensure you are ready and fully supported in that situation.

Grievance hearing

Unfortunately working life is not always ideal, and something work-related can occur which gives you genuine cause for concern, that you see as a significant problem or find it necessary to raise a formal complaint about. To do so you would raise a formal grievance (4) [Cited 16th July 2025] 

Similar to a disciplinary hearing you have a statutory right to be accompanied at a grievance hearing by a colleague or trade union representative.

The support your chosen companion can provide is, again, similar to that at a disciplinary hearing. They can:

• Provide much-needed moral support and help in what is always a stressful situation, making you feel as if you are not alone which can be essential in helping you to manage your nerves.
• Speak up for you and present and explain your case as well as respond to any points that are raised and discussed during the hearing.
• A grievance hearing may be recorded to ensure there is an accurate record of what is discussed and said. However, not all employers allow the recording of meetings, so your Rep can take notes of what is said.
• You can also talk privately with your Rep. Something may come up during the meeting, which takes you by surprise and you can ask for a break and confer about how best to deal with it.

While your Rep can act in a supportive and vital role, they cannot answer any questions put directly to you.

If you decide to raise a grievance at work it is a decision you should never take lightly. The support of a Rep helps to alleviate  the stress that is inevitably involved in such situations, ensure you stay calm, and help to avoid the risk of you becoming overwhelmed discussing a topic which is likely to have had a harmful impact on you.

Capability and performance meetings

No employee wants to hear the news that their employer thinks they are unable to do their job as required or performing badly.

If such concerns are raised about the quality of your work or performance it can often lead to a formal review meeting. This can, depending on the stage of the process being used, result in some form of warning or further action.

Some employer policies will allow you to be accompanied at a capability or performance management meeting, so you should always check the policy if you are invited to such a discussion.

Often capability and performance concerns can be for a reason beyond an employee’s control e.g. linked to a long-term health problem or disability requiring reasonable adjustments (5) [Cited July 2025] 

A Rep can ensure your employer is aware of the support and adjustments needed, and argue for them to be implemented, so you are supported rather than punished unreasonably.

Questions about your capability or performance can also arise and be influenced by issues outside of work. A Rep can explain such factors, which can crucially help to put the matter into context.

The demands of the modern workplace and workloads can also create problems. If performance expectations are unfair or unrealistic a Rep can highlight that.

Redundancy consultation meetings

Many employers are facing significant challenges in the current business climate. The need to manage financial challenges, restructure and rethink operations, does mean the threat of redundancy is a real prospect for many employees.

If you find yourself at risk of redundancy then you should be invited to a redundancy consultation meeting (6) [Cited 16th July 2025] 

Your employer may inform you that you can bring a companion to such a meeting. Even if it does not, you should still request if you can do so.

At such a meeting a Rep can clarify your rights and entitlements, negotiate on your behalf, ensure the process is fair and support you with any appeal.

Being in a position where your job and income is at risk can be emotional and extremely stressful. A good Rep can use their knowledge and expertise to bring much-needed stability at this difficult time, and ensure you get the best possible outcome from an unwelcome situation.

But how can I get this support if I am not in a union?

A Rep can provide reassurance, calm, expertise, knowledge and skill to help you navigate difficult work-related meetings, and that support can be invaluable at times.

If you need the assistance of an expert trade union representative for a meeting at work, we can help. Our experienced and skilled trade union representatives have a long and successful track record supporting employees at a range of different work meetings. You do not have to be a trade union member to get this specialised support.