Duty Manager

**POSITION DESCRIPTION: RESIDENTIAL SERVICES DUTY MANAGER**

POSTION TITLE: Residential Services Duty Manager

EMPLOYMENT SCHEDULE: Casual Position

Shifts will either be 0700 to 1500 or 1500 to 2300 and will
include weekend work.

REPORTING TO: Residential and Events

LOCATION: Ormond College, Parkville

POSITION OVERVIEW: Responsible for maintaining a safe environment for residents and the
management of security of the College buildings and facilities.

This position reports directly to the Residential and Events Manager and in a broader sense will
work closely with the Master and the Vice Master to understand and assist in delivering our value,
based community culture.

Primarily, this role will manage the Front Office areas and will be a sole charge position during the
evenings and weekends. This will include maintaining the security of the college, maintaining the
wellbeing of all residents, responding to resident requests and emergencies. There is also a component
of reporting and general administration duties.

**KEY RESPONSIBILITIES**
- Make decisions in the absence of senior management
- Maintain the security of the college ensuring correct follow up procedures
- Gain a good understanding of the wellbeing program and respond to student incidents within

the wellbeing framework
- Participate and support the risk management of student events
- Welcome any academic visitors to the college, checking them in and escorting them to their

room
- Follow up on absentees from student service and deliver relevant fees to rooms.
- Prepare daily reports for the Residential and Events Manager
- Prepare and maintain a daily log.
- Issue and update of electronic proximity cards and maintain accurate data base for card issue.
- Provide general administrative support as directed by the Residential and Events Manager.

**KEY CRITERIA**

**Demonstrate the ability to gain respect and credibility in a diverse community**Demonstrate excellent communication skills**Be responsive and anticipate the needs of others**Have a good customer service ethos and approach**Present in a professional and warm manner both on the telephone and in person**Have a good working knowledge of standard Microsoft packages**Demonstrate an ability to learn and succeed with new systems**Develop and maintain a high level of expertise and understanding of:

- the College database management systems
- Proxy and Security systems.

**TRAINING AND COMPLIANCE REQUIREMENTS**
- First Aid
- First Response/Risk Management
- Mental Health First Aid
- RSA Certificate
- Successful Police Check
- Working with Children clearance

**DETAILED POSITION RESPONSIBILITIES**

In the absence of the Executive and Senior Management Teams, the Duty Manager is responsible for
the safety of residents and College assets.

**Security and Well Being of Residents**
- Maintain security of the college ensuring issuing of keys is per the procedure
- Any perceived breaches of security are followed up, actioned and reported
- Take charge in any incident or emergency situation ensuring that all involved receive the

appropriate care
- Escalate student well being incidents when relevant
- Escalate any security breaches and concerns or infrastructure breakdown according to the

emergency procedures of the College

Executive and HOD teams.
- Liaise with security guard personnel when they are completing their rounds.
- Regular security walks around Ormond College campus.
- Maintain confidentiality of resident as appropriate.

**Customer Service**
- Assist the Catering Team to run any functions on during the shift.
- Be informed about the guidelines and processes for our Residential Services experience
- Be informed about the arrival or departure of residents and prepare or assist as relevant and

appropriate to our Residential Services experience
- Welcome and check in any Academic Visitors arriving during the shift
- Respond and follow up on any request from residents.

**Reporting and Administrative Duties**
- Prepare Daily Reports as required by Residential and Events Manager, advising of any

incident or observation that needs follow up or attention
- Prepare and maintain a daily log.
- Any auditing or completions of spreadsheets as directed by the CFO
- Ensure confidentiality in reporting of resident wellbeing concerns or incidents.

**Conference Seasons, beginning of Semesters and other special events**

During the events mentioned above the Residential Services Department will need to work as a team
to ensure that all events are well planned and run seamlessly. This may require individual team
members to work hours they wouldn’t normally work and to carry out tasks that don’t fall under their
particular Job Description but are normal duties expected of the Residential Services Department.

Other duties, as directed by the Residential and Events Manager or the Director of Operations.

**ANNUAL CYCLE OF RESIDENTS**
- January and first half of February - Conference Groups/ Events/Funct