Duty Manager Guidance

Duty Manager Rota The College day is divided into three sessions: 9am – 1pm 1pm – 5pm 5pm – 9pm Each session has a Duty Manager allocated to ensure a senior person is available to deal with any emergency situations This will include responsibility for Co-ordinating Emergency Evacuations, liaising with; Members of Staff, Estates Team, Fire Marshals, First-aiders and the Emergency Services

Duty Manager Guidance Duty Manger Rota If a Duty Manager is unable to carry out their duty they should contact another member on the rota to ensure their session is covered and inform the Principals Secretariat If a Duty Manager is unsuccessful he or she must contact the Principals Secretariat If a Duty Manager is absent due to sickness, they must inform their Line Manager who will arrange for cover These changes will then be passed to the Premises Lodge and Reception

Duty Manager Guidance Duty Manager Routine Sign for and collect the Duty Manager pack from the Premises Team Lodge Ensure the Duty Manager Mobile Phone is switched on all the time when on duty Advise/assist students/tutors/visitors where appropriate Return and sign off the Duty Manager pack at the end of the duty in a timely manner

Duty Manager Guidance What can I expect to deal with as Duty Manager? There is no straight forward answer to what can happen: ●Fire evacuations ●First-aid requirements ●Security situations ●Complaints ●Weather problems ●Students on visits ●Miscellaneous Be visible, people out there need your help support, and a high profile presence Call the Premises Lodge during your session and make sure all is well - even better go down there and check

Duty Manager Guidance Fire Evacuations In the event of the fire alarm sounding or notification via the Duty telephone, Duty Managers should attend the appropriate fire panel to carryout co-ordination duties The Pelham Fire Panel is located at the rear of the main reception by the men’s toilets The Trafalgar, York, Cheapside, Gloucester panel is located the Link building at entrance level The CCE Fire panel is located in the southern entrance lobby adjacent to the reception desk

Duty Manager Guidance Fire Evacuations When the alarm sounds the building will evacuate using standard procedures, following termly fire drill practices The Estates Team will move to their pre-designated roles analysing the fire panel where the activation can be monitored and investigated Fire Marshals will sweep areas and complete a report card this will give information on areas that have not been checked and occupied safe havens The Duty Manager will co-ordinate this procedures and liaise with the Fire and Rescue Services, and appropriate personnel

Duty Manager Guidance In the event of a real fire: Don't panic! Normally one of the Premises Team will be available to operate the panel The Fire and Rescue Services will know how to use the panel, and will operate it for you – they do it all the time! When the Fire and Rescue Service arrive they will take over the event, and will tell you what to do and what's going to happen Make sure you communicate well with them, and play your part

Duty Manager Guidance Fire Evacuations Safe Havens/Refuge Points City College has number of Safe Havens or Refuge Points These are for staff, students, visitors with mobility difficulties who need assistance in an emergency Anyone that needs assisted escape should have a Personal Emergency Evacuation Plan This details the resources required to affect an assisted escape in an emergency If the resources are not available the Duty Manager must inform the Fire and Rescue Services there is someone waiting in a refuge point and where that person is located

Duty Manager Guidance Fire Evacuations Re-entry The decision to re-occupy the building will be taken by the Duty Manager It is important to ensure that students muster in their designated areas and the re-occupation of college premises is carried out in a safe and orderly manner Vulnerable persons will re-occupy the building first On Pelham site re-entering is carried out in order of symbols

Duty Manager Guidance First-aid In the event of a First-aider being required please call: Pelham - x 300 CCE - x 762 The whereabouts of nearest First-aider and kit is shown on green posters located throughout the campus During times when reception areas are closed contact the Premises Officer on duty who will have First-aid training First aid rooms are available at: CCE - adjacent to reception desk Pelham - Reception area behind Student Centre Please check they are not being used before entering

Duty Manager Guidance First-aid Trips to Hospital If there is a casualty that requires hospital treatment then they can be taken to hospital by Taxi or Ambulance Taxi vouchers are available from reception and are also located in the Duty Manager File An ambulance can also be summoned from reception or by dialling (9)999 Vulnerable casualties will require accompanying to hospital Duty Managers are not expected to apply First-aid unless they have had training

Duty Manager Guidance Lifts In the event of a lift breaking down: Call the Premises Team on x307 Find out on which floor the lift has broken down, and go to the lift and inform/re-assure anyone inside of the action being taken If the Premises Team are unable to release those trapped in the lift, call the Fire and Rescue Services on (9)999

Duty Manager Guidance Making reports Report forms are included in the Duty Manager pack and are also located in the Duty Manager file on the k-drive. The following are examples of when a form is to be completed: All H&S incidents e.g. First-aid, safeguarding and security General items of information that may need to be raised with the Health and Safety Manager The Duty Manager file requires updating or needs additional guidance Completed forms are to be forwarded to the College Health and Safety Manager

Duty Manager Guidance Guidelines for dealing with serious and threatening individuals It is extremely rare that we have serious and dangerous incidents at College however it is important to know what to do if a student or visitor: Behaves in a manner that causes you to fear for your own or another’s safety Makes threats of physical harm toward you, others, or him/herself Has (or indicates) that they have a weapon Please familiarise yourself with the guidelines in the Duty Manager Folder

Duty Manager Guidance Complaints There may be situations particularly on evening duties when you may have to deal with complaints If a situation arises where a formal complaint is necessarry the complainant should The Quality Team will ensure that a complaint is logged and sent to the most appropriate member of staff for investigation The College Complaint Procedure also gives redress to write to the: Leadership Office Where complaints are received by telephone please ask the complainant to follow this up in writing

Duty Manager Guidance What equipment do I get to assist me in my duties? Duty Manger File including: ●Instructions ●Contact numbers ●Information on dealing with a range of different situations ●A key for the Alarm Panel – you should already have a Pass Key ●The Duty Manager telephone ●Hi-viz jacket ●A radio (mainly for evening use only) ●A bag to put everything in!

Duty Manager Guidance And finally Take time to read the Duty Manager File and familiarise yourself with the document The College will support all reasonable decisions that you take in good faith regarding an incident Good luck Questions

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