Our client is one of the larger Oxford colleges, with roughly 700 students, two-thirds of whom are undergraduates. The main site lies in the heart of Oxford, occupied from the later thirteenth century by Hart Hall and, from 1740 until 1816, by the first Hertford College; and then, from 1822, by Magdalen Hall which was refounded in 1874 as the second Hertford College.
The Fellowship, which has responsibility for the governance of the college, currently consists of forty fellows, the majority of whom are involved in undergraduate teaching. In addition, thirty lecturers supplement teaching provision, and around 125 members of administrative and domestic staff coordinate and support key activities. Fellows, lecturers and students are drawn from a range of disciplines across the four Divisions (Humanities, Social Sciences, MPLS, and Medical Sciences). Academic and administrative offices are on the main site, as is accommodation for many students, complemented by further accommodation for both graduates and undergraduates at various other sites around Oxford.
The college has a reputation for being both progressive and friendly. It was one of the first colleges to go mixed, and the ratio of female students to male remains comparatively high. For over 50 years, Hertford has championed access for students from backgrounds under-represented at Oxford, and this continues to be the focus of our outreach work.
The Lodge at the College has undergone a transformation, both in terms of the team size and the lodge itself has recently been refurbished. Our client wish to appoint a new College Lodge Porter, for night and shift work at its main site in Oxford. This role encompass a range of responsibilities, including front-of-house duties, ensuring security, and providing occasional pastoral care. This position requires a team player, who is also comfortable working unsupervised.
The lodge roster follows a 4-week shift pattern cycle.
The Shift / Night Lodge Porter Role
The list of duties presented below is not exhaustive; it simply provides a brief indication of the typical duties of a Porter.
Porters are expected to:
- Attend at the Lodge, except when called away to an emergency or when carrying out a security patrol.
- Operate the Lodge telephones, transfer calls, answer queries, and take and deliver messages.
- Give accurate information to callers at the Lodge, as well as direct visitors. Porters are always expected to be courteous and helpful.
- Receive mail, sort, distribute and despatch external mail, and deliver mail to the appropriate department or individual's pigeon holes.
- Issue keys and Salto Fobs, keeping accurate records of issue and receipt.
- Keep an accurate record of incidents.
- Maintain a current record of all students, staff and Fellows in residence.
- Be alert for incidents such as fire, flood and theft, and take appropriate action.
- Receive, act upon and respond to lodge e-mails.
- Monitor the security cameras, and act on anything unusual or suspicious.
- Challenge trespassers and ask them to leave.
- Carry out random security patrols within the College site, clearing any unsightly litter during patrol.
- Respond to calls for assistance from all parts of College, including annexes.
- Despatch deliveries of goods from the lodge (such as furniture, stationery, computer equipment) to their correct destination on the day they arrive.
- Close gates and lock up the site in accordance with the prevailing timetable.
- Keep the Lodge, and areas outside the Lodge in clean and tidy condition.
- Ensure notices on notice-boards are current and remove out of date notices.
- Read and understand the Emergency Procedures and SOP'S for the Porters Lodge. Ask the Head Porter for clarification or explanation of any points.
- Take rapid and appropriate action in emergencies such as fire, accident or disturbance. Call the University security for support and the Police if necessary.
- Undertake any duties that may be considered appropriate for the experience and capabilities of a porter.
- Receive and record lost property items, storing any valuable items in the Lodge safe.
- Always maintain confidentiality.
- Administer First Aid, where necessary (training will be provided).
- Always be smart and well-presented and groomed whilst on duty.
- Assist with clearing and setting up meeting rooms.
The post-holder may be required to undertake other duties at the direction of the Head Porter and the Domestic Bursar, and to provide cover for colleagues in the Lodge in the event of absence.
Candidates from a range of backgrounds are encouraged to apply for this role. The ability to demonstrate possession of the skills and qualities specified below is more important than experience in a similar role.
The post-holder is required to be / have:
- previous experience of working in a similar role;
- in possession of excellent written and oral communication skills, with the ability to deal confidently and appropriately with a wide variety of people, including college staff, students, visitors and external agencies;
- calm under pressure, clear-thinking, with a methodical, thorough, accurate, and efficient approach to dealing with emergencies, as well as day to day activities;
- well-organised and able to multi-task, with the ability to prioritise activities;
- previous experience in a customer service environment;
- quick to learn new systems and processes, and able to assimilate, understand, and retain at times complex and detailed information;
- able to work resourcefully, and with minimum supervision, as a member of a small team - this includes being willing to take ownership of duties, and possessing the judgement to know how and when to take initiative, and when to refer to others;
- able to build effective working relationships with other teams in the college;
- IT-literate, with basic IT skills appropriate to a Windows-based office, and the preparedness to learn new applications as required;
- familiar with Health and Safety practices and regulations;
- flexible in their approach to work, with a co-operative attitude in order to ensure that the Lodge and the College as a whole maintains excellent standards of service.
- A good level of fitness is required in order to respond quickly to potential incidents around the College site(s)
The post-holder will ideally possess:
- Previous experience of working in a College Lodge;
- tact and discretion in dealing with confidential or sensitive matters;
- sympathy with the values, ethos, and objectives of a small, collegiate institution;
- knowledge of emergency procedures and first aid;
- SIA training or equivalent.
Ref: OXLP_1658997433 | Published: 28th Jul 2022