Duty Manager Guidance
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:
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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 email [email protected]
• 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:
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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
The end!