Employee Rep – Role Descriptor

An example Employee Representative Role JOB Description from Concrew Training.  To maximise the effectiveness of any the Employee Representative it is important that those standing, voting and appointing representatives understand the role and what it involves.  The Role Descriptor play a critical part in achieve this.

This document is not designed to be an off the shelf ready- made role descriptor but a resource to help the reader develop their own bespoke role descriptor.

ROLE DESCRIPTION: Employee Representative

RESPONSIBLE/REPORTS TO:
Employee Colleagues and Members of the Employee Representation Forum

PURPOSE OF THE ROLE

  • To facilitate and develop positive employee-employer relationships
  • To contribute, positively and pro-actively to the development of the business
  • To facilitate, in a timely manner, the two-way flow of information between employer and employees
  • To inform, consult and represent the views, opinions, ideas and concerns of employees
  • To collate and represent consensus opinions

MAIN DUTIES:

  • To work in accordance with the terms within the Employee Representation Forum Constitution
  • To attend and effectively contribute to Employee Representation Forum meetings
  • To ensure all materials are reviewed and fully prepared prior to Forum meeting attendance.
  • To be consulted on the agenda for each Forum meeting and to input topics for inclusion
  • Raise, discuss & resolve issues with Employee Representation Forum members
  • To feedback to employees on the outcome of each Forum meeting by circulating its minutes within 7 days of said meeting
  • Consult in a positive manner on company & employment related matters
  • To participate in decision making processes
  • To proactively and constructively contribute to business development, resolution of issues and concerns; to help anticipate and effectively manage business priorities
  • To engage, proactively, with employees to share information, gather views and direct enquiries as appropriate
  • Publicise forthcoming Forum meetings and collate related workplace ideas, proposals and suggestions from employees
  • To present sound business cases in support of ideas to improve the performance of the business
  • To be consulted before new systems, processes and/or benefits are implemented
  • To represent employees who are either the subject of disciplinary action or who have lodged a grievance
  • Assist with social events and other activities when necessary

Appropriate time off from work and reasonable resources will be provided to employee representatives in order that they can undertake their duties.

CHARACTERISTICS, SKILLS AND ABILITIES

TECHNICAL EXPERIENCE/KNOWLEDGE/SKILLS

  • The ability to put their personal agenda aside and represent key consensus
  • To manage potentially conflicting priorities and opposing opinions, effectively
  • To facilitate effective communication within the organisation
  • The ability to take issues through to conclusion
  • To be able to maintain a good understanding of employment legislation

PERSONAL EXPERIENCE/KNOWLEDGE/SKILLS

Effective Communicator

  • Strong Communication skills including:
    • public speaking, listening, feedback and constructive challenge
    • the patience to hear people out
  • Able to communicate and influence people at all levels within the business
  • Able to restate, accurately, the opinions of others even when they disagree
  • Comfortable with voicing opinions

Problem Solving

  • Can process information effectively at detail and overarching levels
  • Takes a positive disposition
  • Able to use critical thinking, decision making and creativity to propose solutions to problems

Comfortable with making decisions

  • Makes good decisions based on mixture of analysis, experience, and judgment
  • Sought out by others for advice and solutions

Approachable

  • Easy to approach and talk to
  • Demonstrates Empathy – sensitive to and patient with the anxieties of others
  • Builds rapport with others

Demonstrates Integrity and Trust

  • Is seen as an honest, truthful and trustworthy person
  • Maintains strict confidentiality
  • Doesn’t misrepresent themselves for personal gain

Planning and Organisation

  • Ability to manage high workloads effectively
  • Effective Time and Diary Management
  • Able to prioritise effectively and manage conflicting priorities

Guidance Notes for Employee Representatives

Employee Representation Forum Role
To undertake these duties, you will need to ensure that you and the employees you represent

understand the remit of the Forum. That all ideas and proposals submitted will be considered carefully but management are not obliged to act on them.

In carryout your duties you should:

  • Be known to those you represent and encourage their involvement
  • Be clear on how you will communicate and engage with those you represent, for example through meetings, email, and surgery type sessions
  • Agree time off and use of facilities
  • Prepare for, attend and participate in all forum meetings.
  • Observing Forum protocols governing conduct, confidentiality and directions from the chair.
  • Listen to, question and clarify ideas and proposals from representatives and management alike
  • Convey questions and concerns and make suggestions and proposals
  • Report majority views but also minority views too
  • Observe time limits for reporting back

Representative Role – Disciplinary and Grievance Issues
The representative role is also one of providing non-union member employees support in respect of disciplinary and grievance issues.   This may involve accompanying individual to all convened meetings.

Support can be in the form of actively listening to and helping the individual assemble their case prior to any official meeting and/o being with them during official meetings.  Additionally, the representative may, in some situations, need to articulate the case of the individual in a meeting and question management representatives.

It is not the role of the representative to make decisions unilaterally, to make statements or comments that have not been agreed by the person they are representing nor to pursue independent investigations.

It is expected that any person seeking help with a disciplinary or a grievance issue will have requested the this from their employee representative and a meeting will need to be convened to discuss their case. Time off from official duties will be approved for such purposes. The following meeting protocols should be confirmed and shared with individuals each time they meet an employee representative

Confidentiality:
Discussions must be treated confidentially and with sensitivity. However, should the Employee Representative be made aware of a serious issue which is considered to be illegal or puts the company and/or other employees at risk, it is accepted that this overrides the need for total confidentiality.  Employee Representative should advise the employee that they need to raise the concern with a senior manager.  Confidentiality should be maintained elsewhere. Under all circumstances individuals must be treated with sensitivity

Punctuality
The timing, location and duration of the meeting must be agreed before or at the start of each meeting

Non-judgemental
The Employee Representative must be objective and non-judgemental at all times

Discussions
Should be open and frank allowing the employee to speak as an individual and to express views.  The employee representative may offer advice and guidance.  It should be made clear that this advice may not be the same as that of their organisation.

Active listening
The employee representative should listen attentively to the employee, use active listening techniques to confirm understanding, summarise the situation and agree the way forward.

Written record – Defensible Documents
Written records will be retained by the Employee Representative and it is recommended by the Employee also.  These will not be placed on the individual’s personnel record. The Employee Representative must pay close attention to Privacy, Data Protection and the GDPR.  The records should be stored securely and destroyed securely as soon as they are no longer needed.   The Employee Representative should be mindful that these documents may be used during any follow employment tribunal; consequently, they should, as a minimum, be kept factual and ideally follow “Defensible Documentation” good practice

Training for Employee Reps