BALLIOL COLLEGE

OXFORD

JOB DESCRIPTION

Job Title: / Lodge Manager/Domestic Co-ordinator
Main purpose of job / Working with and managing a team of porters to assist in the general running of Holywell Manor and St Cross
Responsible to:
Responsible for: / Domestic Bursar and the Praefectus
The Holywell Manor Night Porters and graduate student porters
Department: / Holywell Manor Graduate Centre
Hours of work: / The normal hours of work are Monday to Friday with total of 40 hours per week
Salary: / In the region of £21,000 per annum
Benefits: / Oxford University Staff Pension Scheme - contributions being made by the post holder and by the College. The College’s administrative and secretarial staff are normally provided with a two-course hot meal when the College kitchens are open. There is also a bus pass scheme.
Holidays: / The holiday year begins on 1 August. You will receive a paid entitlement of 25 working days during the complete holiday year.

Lodge Manager/Domestic Co-ordinator

1  The Balliol Porters’ Lodges

Balliol College has two Porters’ Lodges: one at Broad Street, overseeing the main College site, and the other at Holywell Manor, overseeing the Graduate Centre, the Jowett Walk Buildings and the Master’s Field (the sports field). This post is at the Holywell Manor site.

2  The post of Lodge Manager and Domestic Co-ordinator

Holywell Manor and the Graduate Centre are busy parts of Balliol College, active around the clock. The Porters act as doormen/women, receptionist dealing with personal, telephone and email enquiries, postmen/women, security guards, First Aiders, diplomats and keepers-of-the-peace with spirited students. The Holywell Manor Porters also run a small ‘cupboard’ shop, supplying a few basic staples of student life. They are also expected to help keep the Porters’ Lodge and Post Room clean and tidy. At Holywell Manor, the Lodge Manager and Domestic Coordinator is also responsible for some aspects of domestic organization in the Graduate Centre, most notably organising and tracking maintenance requests and maintaining fire, health and safety and other records. He or she will also organise and manage the training of student Porters, who cover certain periods in the Porters’ Lodge. Finally, the Lodge Manager and Domestic Coordinator has overall responsibility for Lodge Procedures and oversight of Night Porter services.

The Porters have the back-up of a fire alarm system, and key Fellows and staff who are ‘on call’, including the Dean of College (responsible for student discipline), the Chaplain (responsible for pastoral care of students), the Praefectus who runs Holywell Manor, the Junior Dean and the Assistant Praefectus (mature students who deputise for the Dean and the Praefectus), the Head Porter, the Clerk of Works, and ultimately the Domestic Bursar.

Specific duties include:

·  To manage and implement the emergency procedures for Holywell Manor, Dellal and Martin buildings and St Cross including those for fire and security

·  To take appropriate action to carry out emergency procedures in the event of fire, accident, injury and breaches of security as required

·  To manage the fire systems and to ensure all necessary and mandatory checks for all alarms and lighting are kept up to date and to be fully conversant with the College’s emergency procedures for fire and intruders.

·  Acting in conjunction with the Praefectus to ensure that all cases of illness and injury to College members are dealt with promptly and that medical services are sought when necessary. Acting as a First Aider for the Graduate Centre. Ensuring that all first-aid kits in the Graduate Centre are adequately stocked.

·  Acting as an efficient and friendly receptionist for College members and their guests, and providing a reception and information service for visitors. Directing or escorting visitors to various parts of Holywell Manor, the St. Cross Archive Centre and the Dellal and Martin buildings. Dealing with personal, telephone and email enquiries.

·  Delivering messages to students in their rooms if required.

·  Carrying out security patrols of the premises and monitoring the CCTV system for both the Manor and St Cross.

·  Assisting the Praefectus in enforcing College Rules, maintaining an incident book when necessary and reporting breaches of the College Rules to the Praefectus.

·  Issuing keys and obtaining signatures, and maintaining an accurate, detailed record. Providing safe and well-organized custody of all keys and any other items committed to the care of the Porters’ Lodge.

·  Sorting incoming mail at Holywell Manor, and organising the delivery of post, packages & boxes to various College recipients.

·  Receiving, organizing, and tracking maintenance requests, in cooperation with the Housekeeping Supervisor.

·  Organising rosters and managing the training of student Porters, who cover early evening and weekend shifts in the Porters’ Lodge.

·  Running the Lodge shop, including ordering stock and checking inventory, and determining shop procedures. Ensuring that the shop remains profitable.

·  Acting as Head Porter at Holywell Manor, with overall responsibility for Lodge procedures and oversight of Night Porter services.

·  Using the Porters’ Lodge computer to access information, read and send e-mails, make Guest Room bookings and track maintenance requests.

·  Handling bicycle registrations. Organising occasional removal of abandoned bicycles from Graduate Centre bike racks; contacting the Council where necessary to have bicycles removed from public bike racks in Manor Road.

·  Allocating storage rooms and maintaining a log of their contents. Organising the disposal of property abandoned in storage rooms.

The above list of responsibilities and duties is not exhaustive, and you may be asked to carry out other tasks needed for smooth and efficient delivery of Lodge services.

3  Person Specification

Successful applicants will have the following personal qualities, skills, knowledge and experience:

·  The ability to think quickly and to react quickly under pressure.

·  Experience of dealing with ‘customers’ at every level; politeness, courteousness, confidence and - where required – firmness.

·  A First Aider’s Certificate or willingness to undertake training.

·  A Door Supervision Certificate and/or willingness to undertake training.

·  Good written and verbal communication skills.

·  IT skills to deal with the computerised systems in the Lodge.

·  Flexibility.

·  Experience of a similar environment or job is desirable but not essential.