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Acting

Manager on Duty

Guide Book

Guide Book for Acting Manager on Duty - October 2016


CONTACT LIST

FIRST POINT OF CALL SHOULD BE:

The Security Guard on duty can be contacted on 021 414567.


Monday to Wednesday from 10pm 2am:
Thursday to Saturday from 10pm 4am

NAME EXT Designation MOBILE PHONE

If the situation needs to be dealt with immediately and/or Security cannot be reached
Moanna Manu 8777 Student Support 021 827603
Chief Fire Warden Chief Fire Warden 021 888542
If the above cannot be reached, or email details and confirm during working hours

Graeme Potroz 8008 Maintenance 021 2499690


James Cunningham 8007 Program & Resources Manager 021 523986
Julie Ransfield 8107 Housekeeping 021 1900435
Warwick Findlay 8006 Executive Chef 027 3621676
Trevor Todd 8080 Health & Safety Officer 021 888541

AMBULANCE 111

FIRE 111

POLICE 111

PIHMS Address: 4 Henwood Road


Bell Block
NEW PLYMOUTH

Location: Corner of Henwood and Pohutakawa Place

PIHMS Phone Number: 06 968 1420

Guide Book for Acting Manager on Duty - October 2016


DUTIES AND RESPONSIBILITIES

1. Campus Knowledge
Familiarise yourself with the campus layout and assist with lock up or
unlock, as required
Check into the Manager on Dutys room, (if required) prior to 5pm.

2. Key Holder
Collect and hold the phone and keys, during your rostered shift
Collect at 5pm from Administration (or nominated person)

3. Security Check
Check in with security at 10pm (provide any information that may be applicable
to the evening)
Assist with lock up of school, if required

4. Emergency Contact
Have phone on and audible, at all times.
Answer any queries or concerns
Any queries/concerns that cannot be dealt with are directed to the
appropriate person, (see the contact list). Take a message and pass on
to the appropriate person (by phone if urgent and email if not urgent).
In a life or death situation, ring 111, and then Security to follow up.

5. Accommodation Block
Unlock student doors if requested
Assist Security, as requested

6. Reporting
Immediately report any issues to Security, either seen/heard or reported
by other students (via phone call)
Also report any issues/incidents to the appropriate department (via
email), to follow up
Email a brief handover report to the next MOD, by no later than 4pm
(copy also to be sent to Miss Manu and Mr Cunningham)
this should include:
1. Phone calls and/or texts received (as per Call logbook see below)
2. Issues or Incidents
3. Unlock or lock ups as required (Times, names and room numbers)

7. Handover
Return the phone and keys, after your rostered shift
Return at 7.45am to Administration (or nominated person)
Pass on any messages that may need to be dealt with immediately
Check out of the Manager on Dutys room, (if required) prior to 12pm.

Guide Book for Acting Manager on Duty - October 2016


MANAGER ON DUTY DETAILS

Manager on Duty Mobile Phone Number is 021 414 965

Opera Login COMPUTER LOGIN


User Name: MOD User Name: dutymanager
Password: Password:

Manager on Dutys required items:

Manager on Duty Name Badge


Master Keys
Manager on Duty Mobile Phone
Torch

Dress code Tidy Casual

Always advise Lecturers and Security that you are the Manager On Duty.

Guide Book for Acting Manager on Duty - October 2016


MANAGER ON DUTY MOBILE PHONE

The Manager on Duty mobile phone number is 021 414 965

The mobile should always be kept with the MOD. When you are MOD, do not let
anyone use the phone and is not to be used for personal calls.

When you are answering an incoming call:

- Good morning/afternoon/evening Manager on Duty, you are speaking with


(your name)
- Ask the callers name politely
- Use business language and always be polite and professional
- Ensure you clearly understand what the caller is requesting
- Log every call

Information to record in the Call Logbook:

This is required for Health and Safety purposes and regulations


Manager on Dutys Name
Time of phone or text message
Duration of phone call
Callers full name
Phone number of the person you called or text
Reason for call or text

Guide Book for Acting Manager on Duty - October 2016


PIHMS ALARM EVACUATION SUMMARY

If for any reason the evacuation alarm rings please follow this procedure
and make sure all students and staff (if applicable) follow this procedure at
any time, day or night.

When the alarms are activated:


Leave your room or class and assemble at the fire assembly point.
Close your room door when you leave your room
The fire wardens will open all doors and check all rooms are vacant

As a Manager on Duty please ensure that the students are in the appropriate area
and stay there until the Chief Fire Warden or Assistant Chief Fire Warden have
given the all clear for people to return to their block.

IF THE CHIEF FIRE WARDEN AND


ASSISTANT CHIEF FIRE WARDEN
ARE OFFSITE

ONLY If the Chief Fire Warden and Assistant Chief Fire Warden are offsite when
the fire alarm goes off it is the Manager on Dutys responsibility to ensure that the
6 orange jackets and keys are given to the first 6 fire wardens. As the Acting
Chief Fire Warden you MUST wear the pink Fire Warden jacket to enable you to
be easily identified. There is a funny looking key on the MOD key chain (it is
similar to the picture shown below). The box for this key and where the vests,
jackets and keys to open the rooms is located on the ground floor of the 700 block
closest to front office.

Once the fire brigade has arrived please follow instructions given by the fire
chief who will also give the all clear

Guide Book for Acting Manager on Duty - October 2016


LOCKUP PROCEDURES
Refer to Map concerning areas to ensure they are locked
Ensure all the curtains are closed, windows are shut, internal lights are
off and air conditioner are turned off.
All class rooms need to be locked.
Lecturers offices are locked by lecturers.
Any rooms that may have been booked can be locked after the meeting.

Tennis Court
Turn off the lights.

Pool
There are three gates, one by the students lounge and one on each side
of the pool shed. These gates must be closed at all times according to
Local Government Law.
Students should not be in this area after 10.00pm without prior
administrative permission.

Accommodation Block
All the classrooms can be locked prior to 10.00 pm, if there are no
bookings

Lights to be left on for security


Covered Portico (beside the music room in La Vista).
Squash court outside light.
Various lights in the classroom block (switches inside the rooms).

Other (e.g. Lecturers Offices)


If there are any doors unlocked in the office you do not have keys for,
please notify security on hand over. If you find any lights on in the
lecturers office, please do not contact them.
Log any unlocked doors in the MOD log book

Guide Book for Acting Manager on Duty - October 2016


Campus Lock Up Requirements Map
43

43
41
42

P
40
O
Foyer H
U
37 45 T
39 38 34 U
900 Block
K
A
14 W
15 A
16 11
177 10
8
P
L
19 7 800 Block A
20 5 C
6
E
48 2 4

Foyer 700 Block

47

HENWOOD ROAD / MAIN HIGHWAY ACCESS

2 Front Office 34 Room 8


4 Fusion Lounge 35 Paritutu Board Room
5 Fusion Bar 37 Taranaki Restaurant
6 Swimming Pool 38 Room 7
7 Linkway 39 Pouakai Room
8 Laundry 40 La Vista Restaurant Sound and Storeroom
1
Room 4 La Vista Restaurant
0 41
1 42
Room 5 Kitchen
1
1
Library L2 Room 9
4 43
1
Room 3 L2 Maintenance
5 44
1 Computer Lab
Tennis Court
6 L2 45
1
Room 2 L2 Squash Court
7 47

Guide Book for Acting Manager on Duty - October 2016


1
Room 1 L2 Gym
9 48
2
Room 10 L2
0

Guide Book for Acting Manager on Duty - October 2016

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