SU-Admin-May2012

Students’ Union

Administration

Positively effecting the life of every student

Administration information 2

Student Staff Daily ChecklistReception Opens at 9.00amMorning Shift: Name

Replenish Water and cups as required, check supplies of tea, co�ee & milk in kitchen

Computer on and programmes needed for the day running

SU email account is open, check for new messages and respond as appropriate.

Check �oat for tills

Reception desk is tidy and complete with note paper and pens, back area is tidy and neat ‘to the eye’

Fill the paper trays in Photocopiers and Fax machine (check Fax for any warning messages)

Check the stationery stocks and replenish where appropriate

Check the lea�et holders outside Reception desk and ensure that the lea�ets are in the correct trays,

there is plenty of them, that everything is in date and looks tidy overall

Complete work left in Student work tray

Handover To Afternoon ShiftAfternoon Shift: Name

Reception Closes 5.00pm – Hand form to Admin Sta�

Check Noticeboard for new entries

Check programmes needed for the day are running

SU email account is open, check for new messages and respond as appropriate.

Copy

Reception desk is tidy and complete with note paper and pens, back area is tidy and neat ‘to the eye’

Fill the paper trays in Photocopiers and Fax machine (check Fax for any warning messages)

Check the stationery stocks and replenish where appropriate

Check the lea�et holders outside Reception desk and ensure that the lea�ets are in the correct trays, there is plenty of them, that everything is in date and looks tidy overall

Complete work left in Student work tray

Student Staff

Daily Checklist

Distribute Post (Inform Admin Sta� if not completed)

Complete Parcel Log and phone recipients, Complete work left in Student work tray

Check Noticeboard for new entries

Distribute Post (Inform Admin Sta� if not completed)

Complete Parcel Log and phone recipients, Complete work left in Student work tray

Shut Down: Close Shutter

Switch phone to Night Ring

X & Z Read Credit Card Machine

Close POS& all programmes. Switch o� all Computers

Ensure cash is in Safe

Close all Windows

Photo –Copiers switch o� weekends/Holidays only, all other times ‘sleep Mode’ activates when not in use

Switch o� Lights


Telephones/DeskThis is your main priority whenever you are in the of�ce as customer service is obviously the most important thing when working in reception. It also allows us to get on with the any paperwork we may have to get done without constantly being interrupted by the phone! Obviously if the phones are busy and you are taking a call on another line we will still answer the phones and help on the desk.

Phone procedure1 Pick up receiver.

2 Say ‘’Good morning/afternoon students union how can I help you?’’ (or suitable alternative!)

3 Assess query and put it through to the relevant person by �nding the corresponding number on the switchboard. (You can look at the Telephone Directory for help).

4 Announce who the caller is (unless for the SHOPS, BARS or PREMISES) and replace the receiver.

5 Enquiries for advertising for outside company’s should be referred to the SU Marketing.

Desk ProcedureSMILE and �nd out what the person requires and deal with accordingly, try to never leave anyone without any help at all – if you don’t know/understand what their query is about try to ask other people until you can at least point the person in the correct direction so someone there

can help them better.

Lost PropertyDo not send anyone to Ents.All lost property is taken to the Estates O�ce on �oor 6. Some may be brought up to reception. Check the lost property box kept in the Admin O�ceAnd check if the item has been sent to the Estates Help Desk by looking at the lost property log sheets. All items are taken to Estates every Thursday.If it is not on the log we have not found it! Take details in case we do by completing the red lost property card. Wallets, purses and passports are to bekept in the safe until collected.

Items left in the cloakroom – Mondo cloakroom times are Mon-Thurs 22.30-02.30, Fri & Sat depending on events.

Till Procedure On desktop click on POS icon and get Jan, Lisa or Sophie to enter the password, then ‘Open Till’. Further training will be given separately. The till is for ticket sales and memberships only never put any other money in it; you may use it for change. Example put £10 note in then take £10 worth of change out.Please always check date for correct ticket sales.Please let Jan or Lisa know when more change is required. Please do not take over the phone ticket sales only in extreme circumstances and please see Jan or Sophie �rst!

Student Staff Tray This is where a permanent member of sta� may leave you some work to do such as typing up minutes etc. There will be a pink sheet

attached to the front of the work with instructions on who to go and see if you are unsure of what to do and whether the work is con�dential

or not. Always look here if you �nd you have a quiet moment at the desk and need something to do.

PostPost comes to the SU Reception between 10.00 and 11.00am every morning and again between 2 and 3pm in the afternoon.

The post has to be distributed as soon as it arrives because departments may be waiting for something important.Stamp the date on to each piece of post. Put in relevant pigeon holes

• Open all post unless it is addressed as follows; Private & Con�dential / Personal / Advice Centre/ Post O�ce/ Unique Hairdressers• The internal blue bag must go straight into Mike Bamford’s pigeonhole• The internal Green bag must go straight into the Finance pigeonhole

This handbook is just to give you the basics of what task’s you will be expected to be competent with in the day to day running of the of�ce. Thought it would be handy to have the main tasks outlined so that if you are unsure about how to do something it should tell you in here. Obviously if you are still unsure about anything one of us will be happy to go through it with you – Don’t be afraid to ask!

Student Staff

Handy Handbook

A panic button is located under the reception desk.

• All invoices must be removed from envelopes; date stamped and put in the Finance O�ce pigeon hole.

Recorded post for the Advice centre should only be signed for by the advice centre and not at reception.


Parcel ProcedureSome parcels are delivered to the SU reception and need to be signed for so a record is kept of where all deliveries are and who they are for.

• Place a note on the parcel to say it has been logged and complete the deliveries log sheet.• Send an email to the appropriate person to let them know their delivery has arrived. • Store parcels in the print room• Every other day, check the main list for anyone who has not signed to say they have collected their parcel. These people will then have to be chased.

NUS cardsStudents will have purchased NUS cards on line from NUS services, this card gives them various discounts. The cards are delivered to the SU for collection by the students. All they have to do is produce their Reg. card and sign the sheet.

Sports clubs and society membershipsStudents can sign up for a wide variety of sporting activities and societies online or from the SU Reception. To join the gym students have to go to the sport centre.

• Sports Fed (£10) and Society’s Guild (£5) acts as students insurance and it is compulsory when joining a club.• As with the ticket sales �nd the relevant Club/Soc and Fed/Guild on the till system and ‘sell’ the membership to the student. Membership is recorded on their account. • Memberships often mean that the student will get a discount on any events that a Club/Soc may be running and are able to attend events they might

not be able to if they were not a member.

RefundsThe SU operates a No Refund policy for events. However, in extreme circumstances refund requests can be made and given to Jan. DO NOT send students to ENTS.On collection of an agreed refund the money is taken from the till and a refund slip must be completed and placed in the till giving full details of the student, event,venue and amount. We can give refunds if people are not happy with being in the club/soc that they have joined (only up to the 31st October of that year).Reception does not deal with Travelling soc refunds, photobooth refunds, coca cola machine or bar winnings – these must be directed to SU �nance.The University Finance O�ce – Square 2 deals with Academic refunds and laundrette refunds.

Associate membershipsAssociate Membership means that people other than students can join our sports clubs and societies i.e. sta� members or members of the public,to do this they must register as a guest online but the fees are the same as a student.

Room bookingsRoom bookings are now completed by Sports and Societies o�cials online at http://www.essex.ac.uk/colchester/room_booking/. The booking requests will thenbe forwarded to the SU email account. These emails must be opened and the name of the person who has made the booking and their position within the Sportsclub or Society must be checked against the list in the room bookings folder. If the details are correct the booking must be forwarded to Jan or Lisa, if it is incorrectthen you must email the sender and ask them to get someone who is an o�cial to make the room booking. All room bookings must then be printed o� and givento Jan or Lisa to be dated and then �led in the room booking folder.

Av keysSometimes students need to book AV keys if they are for example, showing a �lm to their society. These can be obtained from from Audio Visual Services in the LTB.

Student Staff

Handy Handbook

Kaplan studentsThese are home learning students who often live far away from campus; they can also apply for NUS cards; the Kaplan student will email the SU account their address.1. Print o� email and add to awaiting arrival Kaplan folder in alphabetical order2. Check NUS card box3. If arrived post out card to the relevant address with a signed compliments slip, date printed email and move it to sent Kaplan folder which should be kept in date order.4. If not arrived leave in awaiting arrival and check folder frequently

You should check the Kaplan folder frequently to see if any more Kaplan cards have arrived.Similarly you should also check if any students have been waiting for their card for a long time.

If this is the case you should:1. Check our records to see if it has already been sent to student but not been dated.2. If not, call Southend and Loughton to see if they have it as students sometimes select the wrong campus. If this is the case ask other campus to send to us and then we follow process of sending out to student as usual adding an apologies letter found at back of Kaplan folder.

Loughton E15 Acting school NUS cardsJulie will provide a list and the cards are to be posted to Loughton.


Table & Gazebo bookingsSometimes students will request to have a table in the square. Tables are available from the SU bar.

1 Ask the student to �ll out a table & Gazebo booking form keeping the copy in the table booking folder.Place booking in the table & gazebo diary taking the relevant table number, or gazebo letter give out the same numbered or lettered key fob.

2 Ask for a £20 deposit. This will be given back to them once they return the relevant key fob.

3 Any deposits left in the table bookings folder after a month are the property of the SU and need to be taken over to the Finance Of�ce to cash.

Minibus formsClubs and Socs can book the SU Minibuses and People carrier. Electronic requests come through to one of us and we then attempt

to con�rm their booking or advise them if they need to book another vehicle. Forms need to be done in advance so they are ready

to be picked up by the club or society on arrival. The driver must leave us a £20 deposit, this must always be taken.

If you have a booking enquiry from a student they need to book on line at:http://www.essexstudent.com/activities/sport_clubs/contact_us/minibus/

Drivers will come to the Reception to collect forms.

1 Find the relevant booking form in the minibus booking form folders, which are in the white cupboard nearest to the admin o�ce.

Take a £20 deposit from the club/society o�cial and record in the minibus deposit book in the safe. Make sure all relevant parts of theform are signed by you and the o�cial.

Detach the yellow copy and put it in the Green Minibus ring-binder that is located behind reception.

The club/soc o�cial has to return the white copy to us after their journey. Only return their deposit if the form has been �lled in with thefuel amount, mileage, and where it has been left.

Find the yellow copy of the form and put both in Lisa’s in-tray.

2

3

4

5

PrintingPrinting is completed by us for Clubs and Socs, these either get given to us as a hard copy, emailed or on a memory stick.All printing must have the SU logo on it, this can be emailed or inserted by us.

1 The Club/Soc will complete a printing request form, make sure you understand their requirements and all parts of the form are complete.

2 Printing is completed on a 24hr basis (not on demand)!

3 When the printing has been done place the form into Lisa’s in-tray.

Minute takingThis may not come up but if a committee etc needs a minute taker for one of their meetings you may be required to take minutes and

then type them up, these must be completed within a week of the meeting taking place.

Student Staff

Handy Handbook

That’s it!!!! And don’t forget to smile!!!!!!!!!!!!!!

Minibus testsMinibus test forms must be kept updated and available out in the lea�et holders by the reception desk.To take a minibus test students must be a member of a club/soc, over 21, a min of 2 years driving experience and a full, clean UK license.

If they �t this criteria they should take one of the forms from reception complete and read the minibus drivers manual returning it to SU reception.They should also bring a £10 cash deposit and their driving license and paper counterpart for us to take copies.

If drivers do not �t this criteria they can �ll out a non-standard drivers form, found in a folder above Lisa’s desk (as well as all that is expected of astandard driver) and return it all to reception. The insurance company will be contacted to see if they can drive.

If you have any queries about Minibus tests, check online @ www.essexstudent.com or ask Lisa.


Name:

First steps• Introduced to members of team • Corridor Introductions – who’s who• The way the Reception works• Fire Safety• FISH• The white board• Outlets & Venues Site walk• Essexstudent.com

General• KPI’s• Telephones – Answering SU phone • Telephones - Answering Ents phone• Desk Procedure including Diary, taking and passing on messages• Use of Student sta� work tray, passing on messages and work• Photocopying & Printing

POS• Sales• Refunds• History• Sta� Discounts

Post• Delivery & Distribution• Parcels

Visitors• Visitor procedure & visitors book• Visitor car parking vouchers

Bookings• University Room bookings• SU Meeting room bookings• Table bookings • Gazebo Bookings • Ticket booth

Minibuses• Method of booking Minibuses • Form issuing &deposits

Reception Student

Staff Induction


Welcome to the

University of Essex Students’ Union

Congratulations on being the best and welcome to the Students’ Union team. You have been chosen to join one of the most progressive Students’ Unions in the United Kingdom and you have a chance to help us identify how we can improve our services to the student membership and acquire useful skills, knowledge and experience as you develop. We are nationally recognised as a Gold Investor in People organisation, which is achieved through continuous assessment by the awarding body to meet set criteria in relation to how we manage our staff. We have also been assessed through a project known as the Students’ Union Evaluation Initiative (SUEI) which is a quality mark recognition for Students’ Unions nationally, for which we received a Bronze Award. We are about to be reassessed for SUEI, where we will be hoping to gain Gold.

We have written this handbook to help you settle into working with us and to provide reference points, which we hope you will find useful.

Our culture is a special one, valuing people above all other resources and our Student Staff are the most important people in the organisation. We pride ourselves in the development of our staff and hope that you will take advantage of the training available to you during your time with us.

Please make yourself familiar with your Line Manager and team staff members as they will be able to assist you with any queries or questions you may have.

We hope you have a great time working here.


• The chief decision-making body of the Students’ Union is Union Council, which meets three times a term. Union Council is made up from student representatives who hold various positions throughout the Students’ Union and the University. If you are interested in getting involved as a student representative, please email [email protected]. The Students’ Union Constitution is on-line at www.essexstudent.com/main/union/aboutus.

• The elected Executive Committee consists of 5 full-time Sabbatical Officers and 7 Non-Sabbatical Officers. The Executive Committee meet fortnightly during term-time and are accountable to Union Council. These officers are and hold their positions for a period of l2 months unless, in the case of Sabbatical Officers, re-elected for a further term in office.

• The full time Sabbatical Officers, alongside 6 elected students, make up the ‘Trustees’ of the Union. They ensure the Union operating effectively for it’s members and is acting responsibly and legally at all times. We have also recruited 3 external trustees who volunteer their services and expertise.

• The Executive Committee delegate full responsibility for all staffing matters, through the President, to the General Manager. The General Manager (the Senior Staff Member of the Students’ Union) meets with the five Sabbatical Officers and the Personnel & Development Manager fortnightly during term-time to discuss current staff issues at Staffing Sub-Committee. The Students’ Union sub-contract door evening door security work to a professional external company.

• There are a number of Sub-Committees of the Executive Committee e.g. Services Committee; Ents Committee; Staffing.

• Staff/Officer Protocol: Staff must not discuss any aspects of their employment with the Executive Committee members. The Executive Committee are the leaders of the organisation and they employ professional managers to line manage staff. Any problems relating to an Officer of the Students’ Union should be referred to your Line Manager and/or the General Manager.

• Student Staff Forums are held twice a year, in November and February. These are held between 5pm and 6.30pm and the purpose is for you to be given an Up-Date on what is happening throughout the Students’ Union, the University and the national movement. You will also get the opportunity to ask questions to Senior Managers and Officers about any matter relating to your employment.

• Students’ Union Annual Calendar, The Students’ Union is compiling a calendar that will show all the key events and meetings. This will be distributed to your departments and will be available on the SU web site www.essexstudent.com

How your

Student Union is run


As a registered student, you are automatically a member of the Students’ Union. You are in a unique position to keep us informed of what current students want each year and we need and value your input into every aspect of our unique organisation.

Your Expectations

and Our Expectations

• Contract of Employment

• Student Staff Handbook

• Your Staff ID Card

• Payment on Time

• Correct Pay

• Safe and healthy work conditions

• Other team members arrive on time and do not delay your departure from your shift

• Channels of communication for grievance/disciplinary matters

• Communicate employment matters through the Line Structure

• Protective Clothing or Uniform, if appropriate

• Induction and Customer Service Training and any other relevant training to do the job

• On the job training, resources and support to enable you to perform to a high standard

• Communication and consultation forums to comply with legislation

• Team Meetings

• Appraisal Review Meetings on your performance

• Training opportunities

• Certificates for training attended

• Recognition of your involvement in other Students’ Union activities

• Recognition of your study commitment

• You get to go to the Summer Ball in your final year

• A reference for prospective future employers

• You are treated with respect

• Provision of social activity e.g. Xmas Party – Saturday after end of Term, End of Academic Year Party – Tuesday following the Summer Ball, Freshers Ambassador Thank You – Week 1

Your ExpectationsSome of these have been covered in previous sections but it is worth repeating that you should expect the following from the Students’ Union as a good employer:


• You complete all appropriate paperwork to enable you to get paid. Please ensure we have the correct and up-dated information.

• You keep us informed of any changes to your personal details e.g. change of address, bank account etc..

• You raise any issues relating to your employment through the appropriate Line Structure and abide by the Staff/Officer Protocol rules

• You arrive early enough for work to start at the time agreed and clock in, if appropriate.

• You attend Induction and Customer Service Training during your trainee contract period. Please note non-attendance will result in your contract not being confirmed.

• You carry out all jobs and duties expected of you to the standards explained by your Manager or Team Leader.

• Excellent customer service is delivered at all times

• You are a proactive team member who takes a fair share of work and shifts in your department

• You take your share of working as a Freshers Ambassador, Summer Ball and working, if required, in other departments of the Students’ Union.

• You treat all colleagues and customers with the utmost respect

• You complete your appraisal forms as agreed.

• If you are unable to work a shift it is your responsibility to get someone else to do it for you.

• You call your Manager immediately if you are unwell and unable to work a shift

• You must attend Team Meetings and the two Student Staff Meetings in November and February each year.

• Active participation in contributing ideas to improve the services we offer throughout the Students’ Union.

• Promotion opportunities are available to you.

• Unless you are a final year student you work the Summer Ball (You have to have work hard and HAVE FUN!

Our Expectations

Involvement in the OrganisationAs a student you are automatically a ‘member’ of the Students’ Union. We believe our Student Staff are Ambassadors for the whole organisation and will therefore keep you informed of what is going on through the Students’ Union and the University. We will expect our Student Staff to raise any relevant issues regarding employment and student life in general to enable us to meet changing membership needs.

Student Staff v Student expectationsWe are very aware that you are here to get your degree and that balancing work, study and social activities can be difficult. We will do everything possible to be flexible at dissertation and exam times but please remember that unexpected absence puts a strain on other colleagues and as much notice as possible of not being able to fulfil your work commitments is required.

Your Expectations

and Our Expectations


Contracts and Terms & Conditions of ServiceSoon after your verbal offer of employment, you will be issued with a letter of appointment, a contract and Student Staff Terms & Conditions of Employment. If you do not successfully completed your Induction Training, Customer Service Training, and any other training considered relevant to your position your employment will be terminated. If you are a returning member of Student Staff you will be re-issued with a new contract. Contracts will normally be issued in November each year for all staff returning in October and within a month of commencement if you join at another time. Student Staff are required to complete Induction and Customer Service Training before commencing work in their allocated department The training period is for a maximum of 10 weeks but can be completed as soon as possible and the ‘trained’ rate of pay will be paid the week following notification by the Line Manager to the Personnel & Development Manager that your required initial training is complete. Failure to complete the required training in a 10 period may result in your contract being terminated, unless prior agreement for any extenuating circumstances has been agreed.

Length of ContractStudent Staff contracts run until 30th June each year, unless an offer of summer employment has been agreed. The Students’ Union Personnel Department will issue P.45’s to all Student Staff, usually in July, to enable students to obtain work and keep the correct tax code during the summer months. Student Staff returning to work for the next academic year are required to return for Freshers Training the week before Arrivals Day each year and will be notified of arrangements by the Personnel Office & Development Office

Eligibility to workAs your employer it is our responsibility, under the Asylum & Immigration Act, to check that all our Students (including UK Nationals) are eligible to work. All International and EU Students employed by the Students’ Union will be required to provide us with sight of their passport, a copy of which will be kept on file. International Students should be aware that there are strict rules regarding the hours you are permitted to work. UK students will be required to provide us with sight of a current valid passport or sight of a full (not shortened) version of your Birth Certificate. If you have any concerns, please discuss your individual case with the Personnel & Development Manager.

PayThe Students’ Union carries out the payroll function for all Student Staff. You will be paid weekly on a Friday, directly crediting your Bank Account. The hours you are paid will relate to the previous week Monday – Sunday. To be set up on our Computerised Personnel System and Payroll System, you must complete a Salary Authority Form prior to being paid. It is not necessary to complete a new form if you return in the new Academic Year unless you change address or bank account in the interim period.

If you are not paid as expected, the Students’ Union will arrange for you to have an advance of salary. If you do not agree with the hours submitted for you please initially check with your Line Manager who will submit any alteration to the Personnel Office. A salary advance is only available when you commence employment, until you are set up on the payroll system, or if an error has been made. Payslips are issued by email, usually on a Wednesday, which you should check carefully.

TaxIf you have a P.45, this should be handed in with your Salary Authority Form. If you do not possess one, please ensure that you complete a P.46, available from the Personnel Office. If you do not complete these forms, you may have tax deducted unnecessarily.

You will be issued with a P.60, showing your earnings for the previous tax year, as soon as possible after 6th April. Even if you are returning in the next Academic Year, you will be issued with a P.45 at the end of your contract (usually 30th June). The P.45 is usually sent to your UK home address. In the case of international student staff, the P.45 is sent to the Students’ Union Personnel Office and must be requested individually.

The Tax Office address and reference is:

HM Inspector of TaxesSuffolk and North Essex AreaSt. Clare House, Princes StreetIpswich, IP1 1LW

Telephone: 01473 261400Reference: 245/HZ70109 NI Number: You must quote this in any communication

YourEmployment


Hours of WorkYour Line Manager will submit the hours you work each month to the Personnel Office for processing. It is important that you note your hours of work in a diary as, occasionally, mistakes occur and it is a good way to track any errors.

Due to the nature of our organisation, it is not always possible to have regular hours of work. Please make yourself familiar with the arrangements in your department. Line Managers will endeavour to ensure that hours of work are distributed fairly amongst Student Staff. Undergraduate students are permitted to work up to 16 hours per week during term-time, although it is Union policy not to incur National Insurance contributions whenever possible. This will result in your average weekly hours of work being limited to approximately 13 hours per week. If hours are available outside term-time, Undergraduate students may work up to 35 hours per week.

Freshers Ambassador, Freshers Fair & Summer Ball All Student Staff are expected to work, as Ambassadors, for a minimum of 4 hours during Freshers Week as described previously. 1st and 2nd Year Bar and Entertainments Staff are required to work the Summer Ball, which is early June each year. Final Year Staff are encouraged to attend the Ball but can work if preferred. As a gesture of appreciation to Final Year Student Staff, a discount of £5 is given off the Summer Ball ticket price. If required, student staff from other areas will be asked to work.

YourEmployment


Induction - The Students’ Union will do everything it can to ensure you work in a safe and healthy environment. You must attend Health & Safety Induction training within the 10 week training period or your contract will not be confirmed.

Personal Appearance and Dress CodeUniformEvery Department in the SU is unique and, in most places, it is likely that you have been issued with a uniform and have been advised on the standard of clothing and shoes required. If you are provided with personal protective equipment for your job, you must wear it. It is really important to ensure that you do look and smell fresh as this will reflect our high standards and professionalism to our customers. If you do not meet the required standard it is likely that you will not be permitted to work the shift. Each Department may have a variation of dress code e.g. Bar Persons are not permitted to wear blue jeans.

General StandardsIf you work with food, you must complete the Catering Staff Questionnaire and not wear anything that is likely to contaminate food, for instance nail varnish, false nails, strongly scented hand-creams, perfume, aftershave etc.. Individual rules will apply in each area and your Manager will make you familiar with these e.g. jewellery is very limited in food preparation areas. If it is felt appropriate for your workplace, it is important to ensure that long hair styles are tied back. We are a Students’ Union and we welcome diversity and individuality and have no problem with fantastic hair colour and styles!

Smoking PolicyThe Students’ Union operates a No Smoking Policy in all office areas but you may be required to work in areas where smoking is permitted.

Hygiene & HealthThe majority of you will work with food and drink and you must adopt high standards of personal and professional hygiene. Always wash your hands before handling food or drink and after visiting the toilet. Keep all machines, equipment and other utensils spotlessly clean.

InfectionsIf you work with food, you will be asked to sign an agreement that says you must always report any infectious disease you have or have had in the past. All student catering staff will have to complete a medical form. If you have an infection, sickness, diarrhoea, or just feel unwell you must report it to your Line Manager immediately.

Cuts and InjuriesSmall wounds or scratches must be attended to immediately, with appropriate first aid dressings (blue plasters if you work with food or drink), applied by a qualified First Aider (see the Notice Board in your Department to identify the nearest First Aider on duty). All accidents or ‘near misses’ must be reported by completing an Accident Report Form, available from your Line Manager and this will be passed to the Personnel Department to record and deal with, as appropriate.

Hours of Work and Rest BreaksWe support the law on Working Time and while many aspects of this legislation will not affect you, it is important for you to know you will be entitled to an 11 hour rest period in every 24 hours worked. You are also entitled to an unpaid rest break of 30 minutes for every 6 hours worked. If you feel you are being asked to work outside the regulations, please speak to your Line Manager or the Personnel & Development Manager.

Use of EquipmentIf you are required to use equipment as part of your job, you must be trained and you must sign your training record to confirm that you are competent. This form is part of your Appraisal Record.

Personal SafetyYour safety comes first! If you feel uncomfortable or threatened by a customer, you must seek assistance immediately. Your Management and Security personnel are trained to deal with difficult situations and you must not put yourself at risk.

Fire RegulationsYou must make sure that you are familiar with the escape routes from your workplace. Fire safety will be covered at Induction and again, in your ‘on the job’ training. You should be aware that the Fire Alarms in our commercial areas are checked every morning by the Premises Staff. If you do discover a small fire, sound the fire alarm (usually near the exits). Do not phone the emergency services direct – you must phone University Patrol Officers on 52222 as they will direct the emergency services to the correct zone which can save valuable time. Only use a fire extinguisher if the fire is very small – Do not put yourself at risk.

Personal BelongingsPlease do not bring valuable personal belongings to work as the Students’ Union will not be liable in the event of loss or damage to your property.

Health, Safety

and Hygiene


ManualHandling

Just because you have been lifting heavy objects all your life, doesn’t mean you’ve been doing it correctly. There are several parts of the body that are used when lifting heavy objects, all of which play an important role in safe lifting.

The key factors in safe lifting are:1 Position of balance

2 Position of the back

3 Positioning of the arms and the body

4 The hold

• When in the initial position for the lift, the lifter should test the weight of the object to make sure it is within their capacity and not too heavy for one person to lift. Many accidents happen when a person raises an object a few inches off the floor, realises it is too heavy and lets go.

• Take note of the shape of the object. It should be turned, if possible, so that the shortest measurement of the rectangle is nearer to the centre line of gravity.

• Movement should be controlled and smooth; the weight should be kept close to the body. Rhythm plays an important part in reducing tension and creating relaxation. Before moving any loads, the job should be sized up and possible hazards moved or rectified. An inspection of the load itself must be made to ensure that it can be moved without danger to the lifter or others.

Weight of the object and centre of gravity of the lifter must be as close as possible

Keep arms close to the body to reduce

strain on shoulders, chest and back

The load should be in contact with palm of the hand, with both hands on the load at all times

Keep the back straight and don’t

twist or flex it

Knees should be bent whilst lifting

Do not overload

Feet should be hip width apart

to assist balance position


The Sale of AlcoholAs an employee within licensed premises, you are dealing with the sale of alcohol. Therefore, it is important that you are aware of, and comply with the licensing laws, which affects all employees in such premises:

• You should NOT serve alcohol to anyone who is, or appears to be, under the age of 18• You should NOT serve anyone who is attempting to purchase alcohol on behalf of someone under the age of 18• You should NOT serve anyone who is, or appears to be, drunk• You should not serve anyone who is, or appears to be, under the influence of illegal drugs

NB. The above points are not exhaustive and serve purely as a guideline for you to become a more efficient and effective server. Please make sure you follow these guidelines, and if you are unclear or unsure about anything, then please discuss it with your manager. Discuss with your manager, which forms of identification you can accept as proof of a person’s age.

Corporate Social ResponsibilityAs well as promoting safe and sensible drinking the Students’ Union has a responsibility towards its customers and staff that means we are not advocating unhealthy, anti-social or unethical actions.

For example:• We do not advertise or promote the sale of cigarettes• We do not associate with anti-social behaviour• We do not reflect abstinence negatively• We do not ‘up sell’ products, i.e. would you like a double for an extra £1• We provide non-smoking areas• We actively recycle as much waste as we can• We encourage all staff to conserve as much energy as possible• We use and sell as many fair trade products as we can

If you any concerns about any of these issues speak to your Team Leader or Manager. You should not feel threatened in performing your job and if you have to deal with people who are under the influence of alcohol and are behaving aggressively you can call for support from your Team Leader or the Venue Stewards.

Licensing Law

knowing your Legal

Responsibilities

When you are confident that you understand all the elements in this module please click on the complete button on the previous screen. This will notify your manager that you are ready to be tested. Please remember that you need to complete your ‘on the job’ training within ten weeks of starting with the S.U.

Please take some time to think about the new skills and information you have learned from this section of your training and make a note of anything that is transferable to your Personal Development Plan. Most skills are transferable across a variety of roles and your knowledge could be useful in many situations. Making a note of what you have learnt now will help you when you start to make job applications in the future.

SU-Admin-May2012

Documents

appropriate check

check oat

tidy overall complete

fax machine check fax

student work trayshut

new entries check programmes

student work tray handover

tills reception desk