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What Is a Trade Union Representative?
Published 20 January 2026
Mention a trade union representative to anyone and people will have a particular view about what they do and who they are, but what is it?
Known commonly, or simply, as a Rep a trade union representative is an individual or worker who willingly volunteers to represent and support employees with work-related matters.
They do so on behalf of a trade union, described by Unison the UK’s largest trade union as, a “group of employees who join together to maintain and improve their conditions of employment” [ 1 Cited 20.1.26 ]
The Trade Unions Congress (TUC) says a Rep is the backbone of any trade union movement. It’s a role that can create an important, much-needed and vital link between workers, employers and [ 2 Cited 20.1.26 ]
And according to the government, a union rep is “a union member who represents and gives advice to colleagues when they have problems at work” [ 3 Cited 20.1.26 ]
It’s certainly worth taking a closer look at a role of a Rep, which can often go unnoticed and unappreciated despite the essential job they can perform in ensuring workplaces are fair and safe.
Do union reps really matter?
Of course they do. Borrowing and adapting the iconic Ghostbusters catchphrase, “Who you gonna call?” - if you’re in trouble at work, for many employees the answer is a Rep.
If an employee has a serious work‑related health and safety concern, is facing disciplinary action, wishes to raise a formal complaint, or has concerns about their pay, these are all significant issues a Rep can support them with. In fact, Reps can offer help and guidance on a wide variety of workplace matters that feel wrong or unjust. They can:
- Listen to and understand workplace concerns and offer invaluable advice.
- Support employees during disputes whether it be with another colleague or management.
- Help with negotiations regarding workplace improvements.
- Help to promote fairness and equal treatment.
- Assist to ensure the working environment and conditions are safe.
So, Reps really do matter because they can play a key role in making work better.
What are trade union representatives actually allowed to do?
It’s often the case that if an employee needs trade union support something is seriously troubling them or has gone badly wrong.
It could be unfair treatment by a manager, fear their rights are not being respected or for much-needed help with a specific matter.
Reps can offer notable support and guidance based on policies, employment law and any workplace agreements, which are in place.
Disciplinary and grievance hearings
In accordance with the Employment Relations Act 1999 all employees, both union and non-union members, have a statutory right to be accompanied by a Rep at a formal disciplinary or grievance hearing [ 4 Cited 20.1.26 ]
The support of a Rep can be extremely helpful at such hearings. ACAS describe the active role a Rep can play in supporting an employee at a disciplinary or grievance hearing as [ 5 Cited 20.1.26 ]
- 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.
Negotiate with employers
Collective bargaining is the official process by which trade unions and Reps negotiate with employers, on behalf of their members. It covers things such as:
- Pay
- Hours of work.
- Annual leave entitlement
- Workplace policies
An example of the significant difference collective bargaining can make was highlighted by BBC News, which reported that more than 1,500 hospital workers were set to receive four years of back pay under a new deal [6 Cited 20.1.26 ]. The agreement is said to have moved healthcare assistants to a higher pay grade.
Improve health and safety
There are many Reps who specialise in health and safety. They work diligently to ensure employees are safe when carrying out their duties. It’s a role in which they can:
- Conduct inspections of workplaces.
- Highlight and raise any necessary safety concerns.
- Help to work to develop safer procedures.
This role is particularly important in safety critical sectors such as construction, manufacturing and healthcare.
Recruit and welcome new members
For many employees the Rep is the face of the union. They can help to recruit new members by:
- Explaining the benefits in being a member.
- Answering any queries and clarifying any relevant points
- Setting up and organising events
This type of work is crucial in helping unions to grow and remain strong. Official statistics from the Department for Business & Trade, published in May 2025, showed trade union membership levels among UK employees decreased by 38,000 on the year to 6.4 million [ 7 Cited 20.1.26 ]
Promote equality and learning
Not all Reps perform the same role. In bigger organisations in which a trade union is recognised some can focus on:
- Equality, diversity and inclusion issues.
- Training and development.
- Environmental concerns.
Such specialist roles can help to make a real difference in developing inclusive and forward‑thinking workplaces.
What makes a good Rep?
There is no official qualification required to become a Rep. Training is necessary though, especially to support members at a formal disciplinary or grievance hearing. The best reps tend to be:
- Very good listeners, which is essential when supporting members and negotiating.
- Able to remain calm under pressure, particularly when dealing with employers who may be resistant to change or not acting fairly.
- Confident communicators.
- Fair and impartial.
- Organised and reliable.
- Willing to help employees and enjoy problem-solving
Perhaps most importantly, they genuinely need to care and be committed to ensure fair treatment and improving any workplace.
Common misconceptions about Reps
The view of a Rep can vary depending on who you speak to. So let’s look at some of the most common misunderstandings about the work they do.
“They are disruptive and trouble causers”
Incorrect and wrong. Their role is to resolve issues and not cause or create them.
“They ignore and do not help non-members in a workplace”
They mainly support paying members, but many of the work-related issues they raise can benefit an entire workforce, including non-members.
“They get paid very well by the union.”
It is actually a volunteer role. A Rep may get paid time off from their employer for official duties, but they’re not salaried by the union.
“Using a Rep will get you dismissed”
Their job is to do the opposite. It is to protect employees against unfair treatment and to provide essential support throughout any process that could lead to dismissal.
Five FAQs about trade union representatives
- Only paying members can get support from a Rep?
Usually yes, because reps are there to support trade union members. However, their work can, and often does, benefit everyone. You may still receive support from a Rep even if you are not a union member, particularly if you are facing a formal disciplinary process or have been invited to a grievance hearing. Our specialist advisers in our Employee Support Centre can provide more information about this.
- Can anyone become a union rep?
Members can ask to become Reps and be trained and supported to perform the role effectively.
- Do union reps get special privileges?
Not really. They do get time off for official duties, but they don’t receive any extra pay or perks.
- Are union reps exempt from disciplinary action?
No. They can still face disciplinary action in the same way as any other employee for misconduct. However, they should not be disciplined for being a trade union member or carrying out legitimate union duties.
- How do I find out who my Rep is?
The union will provide details of local Reps, or it can often be advertised in the workplace.
Finally
Trade union representatives still have a vital role to play in ensuring modern workplaces are fair, safe, and supportive. They’re everyday workers and volunteers motivated and determined to others by listening, advising, negotiating and standing up for what’s right.
So if you’re thinking about becoming a Rep, working with one of them, or even if you are just curious about the role, having a good understanding of the work they do and duty they perform should help you to appreciate the quiet yet influential impact they can have.
