JOB DESCRIPTION
Lodge Porter (Night Shift)
Department / LodgeSalary / Grade 2 of the University Salary Scale: £17,898 to £20,046 per annum, (depending on skills and experience)
Hours / Unless otherwise directed by the Head Porter, 40 hours per week averaged over two weeks as per the rota based on 7 nights on and 7 nights off
Contract type / Permanent following a satisfactory completion of a 6 month probationary period.
Reporting to / Head Porter
Contact / Lodge staff, Fellows, students, staff, general public, contractors, agency workers, casual workers, conference guests, visitors
Additional information / Holiday entitlement will be 30 days (240 hours) including the College's closed periods of five days (40 hours) at Christmas, plus bank holidays. Due to operational requirements, you may be required to work on any of the bank holidays, for which time off in lieu will be provided or payment
The Colleges operates a contributory pension scheme (subject to eligibility).
The College operates a staff bonus scheme and there is opportunity to join the Colleges’ health care scheme.
The post holder will be entitled to take a free evening meal when on duty and the kitchen is open.
A uniform is provided
This post requires a satisfactory report from the Disclosure and Barring Service.
Parking is not available; however the College provides a bus pass scheme and a designated area for bicycles.
Start date / As soon as possible
Wadham College
Wadham is one of the largest of the colleges of the University of Oxford, with approximately 450 undergraduates, 170 postgraduates, around 70 Fellows and over 100 staff. Founded in 1610, Wadham celebrated its 400th anniversary in 2010. It has an annual turnover of some £10M and reserves in excess of £100M.
Wadham attracts undergraduate and postgraduate students from a wide range of backgrounds thanks to its informal atmosphere, academic strength, historic environment and the open-minded, progressive and socially aware attitude of its community. Wadham College is proud to be a Living Wage employer since April 2015 and has been awarded Investors in People since 2003.
The College’s Governing Body consists of the Warden and Fellows and is chaired by the Warden. The current Warden is Lord Macdonald QC, who came to Wadham in September 2012, and is one of the country’s top criminal lawyers and a former Director of Public Prosecutions.
More information about Wadham College can be found at www.wadham.ox.ac.uk
General Overview
The Lodge is not only front of house, but in many ways it is the hub of the College and the role of a Porter, whether it is during the day or night, is vital to the efficient running of the College. As a Lodge Porter, you are expected to be knowledgeable about College life and rules, to be polite and helpful when dealing with strangers as well as friends, and to be firm when trouble looms. You will be expected to provide cover during colleagues’ absences. When on duty, meals are provided, but the consumption of alcoholic drink is strictly prohibited whilst on duty and no alcohol is to be consumed within four hours of coming on duty. A ‘No-Smoking’ policy operates within the College.
Responsibilities and duties
1. Attend at the Lodge except when called away on emergency or carrying out security patrol.
2. Familiarise yourself on a regular basis on the College’s health and safety and security policies and procedures.
3. Operate the Lodge telephone, email and electronic room booking system, transfer calls, answer queries, take and deliver messages, direct visitors, etc.
4. Receive mail, administer and distribute.
5. Receive money, e.g. temporary accommodation charges, SCR & JCR room charges. Operate electronic swipe card system and to keep accurate records of transactions.
6. Issue keys, keeping accurate records of issue and receipt including on the computer software system.
7. Maintain accurate records of incident reports including those appertaining to Welf
8. Maintain watch for fire, flood and theft and take appropriate action.
9. Administer the various booking registers, such as the accident book, guest room bookings, laundry cards etc.
10. Maintain the Lodge, the main Notice Boards and the main entrance in a clean and tidy state at all times.
11. Lock the main door to the College at midnight unless otherwise instructed.
12. Challenge and if necessary, escort from the premises, any trespassers, (within the law without putting yourself at personal risk).
13. Carry out or assist with the right to search in accordance with College policy.
14. Monitor pedestrian and vehicular traffic at the Saville Road gate by CCTV and open/shut as required.
15. Secure the gates into the Warden's Lodgings and the Fellows' Gardens at 10pm each night and open again at 0630 unless otherwise instructed.
16. Secure the Students’ kitchen at midnight and open again at 0630 unless otherwise instructed.
17. Carry out random security checks and patrols as required. The main door is locked at midnight.
18. Crucially, to take rapid and proper action in emergencies, such as fire, accident or disturbance.
19. Carry out regular security checks of the whole College during the night and record in accordance with the Lodge Security Patrol check list. One Lodge Porter is to be present in the Lodge when the security checks are being carried out.
20. The list is not intended to be comprehensive and from time to time the Domestic Bursar or the Head Porter may direct Lodge Porters to carry out any other tasks commensurate with their important role.
21. Ensure excellent customer service is provided to anyone who visits the Lodge. Good communication, IT and administration skills are essential for this post
22. To maintain strict confidentiality at all times.
23. To undertake any job-related training requested by the College
24. To work as part of a busy team and be flexible and willing to help colleagues when required.
SELECTION CRITERIA
Essential
1. A good standard of education
2. A desire to deliver exceptional customer service.
3. Excellent verbal and written communication skills
4. Good organisation and administration skills
5. Ability to deal effectively and sensitively with potentially difficult situations
6. The ability to work as a member of a team but also on own initiative whilst following management instructions.
7. Ability to establish effective working relationships across the College and with external contacts.
8. Good IT skills, including an understanding of MS Packages (Word, Outlook, Excel)
9. Ability to maintain college confidentiality at all times
10. To maintain development by undertaking training suitable to the post
11. To problem solve using initiative within bounds of competency
12. To have a flexible attitude towards scheduling and duties
13. To be friendly, honest and reliable
14. To be presentable and maintain dress and department standards
Desirable
15. Knowledge of basic health and safety
16. Experience of working in a role involving aspects of customer service
17. Previous experience of working in large institutions e.g. schools, colleges, hotels etc.
18. Trained in right to search procedures
APPLICATION PROCESS
Applicants are asked to submit an application form, including the contact details of two individuals willing to act as referees:
· The first referee should be the applicant’s current or most recent line manager, Supervisor or Head of Department.
· The second referee should ideally be a former line manager, Head of Department or someone with supervisory responsibilities.
Applicants should ensure that they outline the reasons for their interest on the application form and the qualities they feel would make them particularly suitable for this position. Applications will be judged solely on the basis of how the applicant demonstrates that they meet the selection criteria outlined above.
The deadline for receipt of applications is 12pm on Wednesday 28th June 2017. Shortlisted applicants will be notified thereafter for interview. All applicants will receive a response as soon as possible (usually within three weeks). Applications should be sent to: or alternatively the HR Department at Wadham College, Parks Road, Oxford, OX1 3PN.
Special arrangements
The College welcomes applications from candidates who have a disability. These documents will be made available in large print, audio or other formats on request. Applicants invited for interview will be asked whether they have any special requirements to make the interview more convenient and effective for them.
Wadham College Equality Statement
Subject to statutory provisions, no applicant, student or member of staff will be discriminated against on the basis of age, disability, gender reassignment, marriage or civil partnership, pregnancy or parenthood, race, religion or belief, sex, or sexual orientation.
June 2017