WCPT Office Procedures
Charles House
Last Updated: 14/10/2008
Table of Contents
BICYCLE SHED ............................................................................................................................................. 2
HEALTH & SAFETY ....................................................................................................................................... 2
HOT DESKING FACILITIES in CHARLES HOUSE ....................................................................................... 2
KITCHENS ..................................................................................................................................................... 2
MEETING ROOMS ........................................................................................................................................ 2
OFFICE CLEANING ....................................................................................................................................... 3
RECYCLING .................................................................................................................................................. 3
OFFICE KEYS................................................................................................................................................ 3
OFFICE MAINTENANCE & ELECTRICAL..................................................................................................... 3
PHOTOCOPYING .......................................................................................................................................... 3
PUBLIC TRANSPORT ................................................................................................................................... 4
LONDON UNDERGROUND....................................................................................................................... 4
BUSES........................................................................................................................................................ 4
SECURITY PASSES ...................................................................................................................................... 4
SHOP/CAFÉ................................................................................................................................................... 5
SPORTS CLUB .............................................................................................................................................. 5
TOILET FACILITIES....................................................................................................................................... 5
VISITORS TO CHARLES HOUSE ................................................................................................................. 5
CAR PARKING ........................................................................................................................................... 5
WCPT Office Procedures
Charles House
Last Updated: 14/10/2008
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BICYCLE SHED
There is a bicycle shed at the rear of Charles House. Keys can be obtained from the security office located near
reception on the ground floor.
HEALTH & SAFETY
The fire alarm is tested every Wednesday at 11am.
The fire evacuation procedure can be found on the document stand to the right of the Admin computer screen and in
the hard copy Procedures Manual. Please ensure you are familiar with all procedures, the location of fire
extinguishers and where your nearest fire escape is.
In the interest of health and safety please do not block the entrance to any fire escapes.
The fire assembly point is outside Homebase on Warwick Road. Following evacuation, please ensure that the all
clear has been given before returning to Charles House.
A Personal Escape Plan documenting the escape options for each member of staff, and ambulant, visually impaired
and non ambulant visitors to the WCPT office can be found in the hard copy Procedures Manual. This document is
signed by all staff members. As and when new staff are recruited, this document must be updated and signed by the
new staff member.
We are responsible for our own health and safety and first aid. There is a first aid box under the Admin desk.
HOT DESKING FACILITIES in CHARLES HOUSE
Voluntary Sector Centres provide a “hot desking facility” in Charles House. There are two desks in the Voluntary
Sector Centre Office available at around £200 plus VAT per month.
If we run out of desks in the WCPT office at particularly busy times (eg in the run up to the General Meeting and
Congress) we can take advantage of this facility.
Should the need to use this facility arise you should contact Eve Cook, the Centre Manager in the Resource Centre in
Spur J (next to BSI)
KITCHENS
There are two kitchens available for our use on the 4th floor of Charles House.
The first is located off the lobby area near the lifts.
To get to the second kitchen you turn right out of our office, through the double doors at the end of the corridor,
continue past the toilets on the left and then turn 180° to the left.
Drinking water, water heaters which can be used for making hot drinks and fridges are available in both kitchens. The
second kitchen also has a microwave.
You should make sure any items left in either of the fridges are clearly labelled.
Although we are permitted to store our crockery/cutlery in the kitchen, we don’t currently do this. It is kept in the
bottom drawer of the pedestal next to the Accounts desk.
MEETING ROOMS
There are meeting rooms available for our use at Charles House.
These can be booked through Eve Cook, the Centre Manager for Voluntary Sector Centres (located in the Resource
Centre in Spur J (next to BSI)) using the Conference Suite Booking Form. This form is in Excel format and is saved
on the Admin Computer as:-
• \Shared Documents\Administration\Charles House\Meeting Rooms\Conference Suite Booking Form.xls
A small supply of forms is also kept in the bottom drawer at the Admin Desk.
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Charles House
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Equipment such as LCD Panel, OHP, flipchart etc can also be booked.
Voluntary Sector Centres invoice us separately for use of these rooms. When the invoice comes in Titi will check the
charges are correct and then make payment by cheque.
OFFICE CLEANING
The office is cleaned by the building’s cleaning company every morning before we come in. They only clean the
carpets and empty the bins. We are responsible for all other office tidying eg. washing of cups, cutlery, tea towels etc.
We need to keep the tables, shelves, computers etc clean and tidy at all times by regularly checking these areas.
Any plants that may be in the office should be watered regularly.
The Secretary General usually washes tea towels at home.
The building’s cleaning company also clean all toilets and common areas.
RECYCLING
Large white bins bags are available in the office for paper/cardboard recycling. Once these are full please tie and
leave in the centre of the room. The cleaners will then take them down to the appropriate bin in the basement.
OFFICE KEYS
Currently (July 2008), the following people have keys to the WCPT office:
♦ Brenda Myers (Admin & Secretary General Rooms)
♦ Mia Lockner (Admin Room)
♦ Rachel Moore (Admin Room)
♦ Titi Ige (Secretary General Room)
In an emergency the Voluntary Sector Centre office has a spare key for both rooms.
OFFICE MAINTENANCE & ELECTRICAL
Any general maintenance or electrical issues in the office should be reported to the Voluntary Sector Centre (VSC)
office who will then liaise with the Inland Revenue Facilities Office.
In an emergency, if no one from VSC is available, you can contact Tessa or Margaret in the Inland Revenue Facilities
Office direct. Their office is located on the 1st floor of Charles House. They can be contacted by telephone on 020
7605 9277.
PHOTOCOPYING
The Brother MFC-8870DW printer, fax, scanner, copier, which is located to the right of the Admin PC, can be used for
photocopying.
• Pages to be copied can be loaded face up in the feeder on the top of the machine, or placed face down on the
glass
• Press the Copy button below the LCD display
• The number of copies can then be entered using the numeric keypad on the right
• Other copy options such as enlarge/reduce can be selected using the buttons below the numeric keypad on
the right
• Once all options have been selected hit the Start button
For larger copy jobs we can use the photocopier in the Voluntary Sector Centre (VSC) office. You should keep track
of all copies made in the Photocopy Log book (which can be found in the top right tray) on the Admin desk. VSC will
WCPT Office Procedures
Charles House
Last Updated: 14/10/2008
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then invoice us for all copies made. We are charged 10p per copy. If the office is empty when you use the copier,
send them an email charitycentre@kensingtoncharitycentre.org to let them know how many copies you took.
When we receive the invoice Titi will check the number of copies we are being invoiced for agrees with the number in
the Photocopy Log book.
Very large copy jobs may need to be done using an external copy shop (such as Prontaprint). This has not been
necessary as yet, so as and when the need arises it will be necessary to locate a suitable copy shop – and update this
manual accordingly! The Voluntary Sector Centre office may in time provide a larger copier better suited to larger
copy jobs, so it will be worth checking this out first.
PUBLIC TRANSPORT
LONDON UNDERGROUND
Charles House can be accessed from the following London Underground stations
♦ High Street Kensington – Circle & District Lines
♦ Earls Court – District & Piccadilly Lines
♦ Kensington (Olympia) – District Line (restricted service outside Exhibition times) & overground trains
BUSES
You can take the following buses from outside High Street Kensington tube (turn right outside the station) to Charles
House.
♦ 9
♦ 10
♦ 27
♦ 28
When returning to High Street Kensington tube you catch the bus on the opposite side of the road, outside Jessops.
SECURITY PASSES
Anyone who needs regular access to the building will need a security pass. Without a security pass it is not possible
to access the office unless a member of WCPT staff who has a security pass is present. Security passes must be
worn at all times.
Security passes should be obtained for any permanent members of staff.
These can be obtained through Tessa or Margaret in the Inland Revenue Facilities Office on the 1st Floor. You need
to provide them with a passport photo and complete a form, which they will give you, authorising the issuing of the
pass.
As at July 2008 the following people have security passes:-
♦ Brenda Myers
♦ Mia Lockner
♦ Titi Ige
♦ Rachel Moore
♦ Tracy Bury
♦ Richard Freedman
WCPT Office Procedures
Charles House
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SHOP/CAFÉ
Café Kix is located on the ground floor near reception, selling sandwiches, coffee, tea, hot soup, confectionery etc.
The café closes at 4pm each day.
SPORTS CLUB
Charles House has a gym, shower facility and sports hall in the basement.
Membership is available at approx £6 per month. You may initially join for just 3 months, after this you must join for a
period of 6 or 12 months. However, this is refundable, on a pro rata basis, if the membership is cancelled part way
through the year.
To join contact Neil Lashley on 020 7605 9929.
A number of classes, such as yoga, salsa and aerobics are run at lunchtimes. Contact the Voluntary Sector Centre
office in Spur J (next to BSI) for further details.
TOILET FACILITIES
There are ladies, gents and disabled toilets available on the 4th floor of Charles House.
The ladies and gents are both located off the lobby area near the lifts.
To get to the disabled toilets you turn right out of our office, through the double doors at the end of the corridor and
immediately turn 180° to the left.
VISITORS TO CHARLES HOUSE
All visitors’ names must be given to the Inland Revenue Facilities Office on the 1st Floor using the standard form
provided. Copies of this form can usually be found in the bottom drawer of the pedestal to the left hand end of the
Admin desk. Alternatively it can be found on the Admin PC in the following location:-
• Shared Documents\Administration\Charles House\Visitors\Security Clearance Charles House – MASTER.doc
If possible the form should be handed in to the Facilities Office at least a day in advance. If this is not possible visitor
forms can be given directly to the security guards at the front desk.
CAR PARKING
Parking bays are available at Charles House on a pay-as-you-use basis. The daily tariff is £8.00. They do not offer
hourly or half day rates.
All parking bay requests must be made by 3.30pm on the day BEFORE the space is required by sending an email to
Eve Cook (charitycentre@charitylogistics.org) with the following information:-
1. The date(s) the bay is required
2. Vehicle registration number
3. Driver’s name
4. If a larger bay is required – for example for a delivery van
If you need to make a parking bay request AFTER 3.30pm on the day before the space is required you should contact
Eve Cook on 0207 471 6751. You will then need to collect the parking permit from the Resource Centre in Spur J
(next to BSI) and take it to the Security Office located at the barriers in front of Charles House.
Alternatively, there is an NCP car park behind Charles House, just off Warwick Road. Visitors can park here for £7.50
for 12 hours
WCPT Office Procedures
Charles House
Last Updated: 14/10/2008
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