Oxford OX1 3DR
Job Title Lodge Manager
Responsible to Domestic Bursar
Lincoln College, Oxford, wishes to appoint a Lodge Manager. The Lodge Manager is
responsible for ensuring the smooth and professional operation of the College Lodge.
It is a position which requires excellent management and interpersonal skills, and a
committed and flexible attitude, especially as regards hours worked.
Background information on the College
Lincoln College was founded in 1427 in the University of Oxford and is a self-
governing institution in which the ultimate authority for all decisions rests with the
Rector and Fellows.
Lincoln College lies in the historic centre of Oxford. The College community
comprises some 40 Fellows and tutors, approximately 600 undergraduate and
postgraduate students, 30 administration staff and approximately 75 domestic staff.
Most of the College’s facilities are located in and around the central College site in
Turl Street and on the High Street, though some accommodation and other facilities
are sited in other parts of Oxford.
Among the latter is the Lincoln-EPA Science Centre (comprising accommodation for
post-graduate students and conference facilities) and Lincoln Hall (accommodation
for undergraduate students) both located at Museum Road, approximately half a mile
from the main College. This site has a second Lodge, which, like the main Lodge on
Turl Street, is staffed 24 hours a day.
The College has a reputation for being a friendly and supportive community which
encourages diversity and excellence in all its activities. The College maintains its
sense of community through its policy of providing accommodation for all
undergraduate students, a large proportion of post-graduates, and a number of
More information on the College can be found on its website: www.lincoln.ox.ac.uk.
The Lodge Manager is responsible for day-to-day management of the staff and
oversight of the operations of the two College Lodges – the main Lodge on Turl
Street, and the secondary Lodge at the College’s Museum Road site. The Lodge team
consists of seven day porters, four night porters, and two casual members of staff.
The two Lodges play a vital role within the College community: they are the focal
point for security, they are a first port-of-call for students and other College members,
and they are the reception points for visitors to the College. The Lodge staff at
Lincoln have a reputation for being particularly welcoming and friendly, and offering
a professional and efficient service, both to College members and to members of the
Duties and Accountabilities
Responsibilities of the Lodge Manager include (but are not limited to):
Managing the Lodge team, and ensuring that they carry out their duties
efficiently and courteously in accordance with their job descriptions and the
College’s safety and emergency procedures.
Arranging staff rotas to provide cover 24 hours a day, 365 days a year;
ensuring that there are enough Porters on duty to cope during peak periods
such as beginning and end of term, and during major conference and summer
school registration periods.
Operating effective systems for communication within the Lodge, including
team meetings. Creating procedures that ensure that the Porters, when arriving
for their shift, have possession of the information necessary to operate the
Lodge efficiently – eg expected visitors and guests, tour groups, and
Considering annual leave applications from the Porters, and only granting such
requests if there are sufficient porters available to cover for absence;
maintaining files for holiday leave and sickness absence.
Working with the HR Manager in the recruitment, interviewing and selection
of new members of staff, and induction of new members of the team.
Supporting and motivating staff, identifying training needs, and undertaking
Annual Reviews of the members of the team; working with the HR Manager
to deal with any areas of poor performance.
Arranging the purchase of Porters’ uniforms in consultation with the Domestic
Bursar, and ensuring that the Porters are of smart appearance.
Being on duty at critical times, such as during Freshers’ Week, arrival and
registration periods of major conferences, and when significant events are
taking place in College.
Providing cover for any shift, including night shifts, if there are staffing
Being on call during certain periods of the year (including Christmas and New
Year) to respond to emergencies.
Receiving and directing enquiries to the College observing high standards of
efficiency and courtesy.
Directing and assisting visitors and guests; showing guests to rooms; and
carrying small items of luggage, as required.
Updating the telephone list at the beginning of each academic year.
Ensuring the College Flag is flown when required.
Emergency Procedures and Fire Safety
Going through the emergency procedures in detail with all the Porters, and
ensuring that they fully understand those procedures.
Monitoring the College’s fire detection system, and activating the emergency
response procedure when necessary.
Ensuring records are kept of all alarm activations, and reporting these to the
Organizing, with the Domestic Bursar, regular fire evacuation drills across all
Developing security procedures, including safe and secure systems for the
control, issue, and return of keys and security fobs.
Maintaining security of the College sites using CCTV and other means;
ensuring periodic checking of premises; alerting the Senior Dean and the
Domestic Bursar to risks or incidents.
Making regular checks on key stocks, arranging annual key audits, and
ensuring a spare key system for all College rooms and properties.
Ensuring secure and efficient systems are in place for the management of mail,
parcels, and other documents and deliveries, including responsibility for the
franking machine and postal weighing machine.
Ensuring that accurate records are kept of all transactions, and passed
promptly on to the Accounts department.
Ensuring safe custody of items left with the Lodge for safe-keeping.
Monitoring car-parking in the College garage, and issuing parking and bicycle
Health & Safety
Issuing Health & Safety guidance and permits-to-work to contractors.
Ensuring the Lodge properly logs all accidents and incidents, and that these
are promptly drawn to the attention of the appropriate College Officers.
Ensuring that appropriate action is taken, in line with the College’s procedures
and confidentiality policies, in the event of student welfare matters being
reported to the Lodge.
Contributing to termly Health & Safety Committee meetings, and
implementing actions, in particular relating to the Lodge, arising from those
Assuming particular responsibility for the health and safety of the Lodge staff
e.g. completing accident report forms, updating departmental risk assessments
annually, and completing new risk assessments as required.
Working with the College Nurse to ensure that First Aid boxes at all College
sites are up-to-date and fully stocked.
Maintaining a smart appearance when on duty, and ensuring the tidiness and
cleanliness of the Lodge and surrounding areas at all times.
Undertaking the training required by the role, including Fire Marshal training,
First Aid training, and Manual Handling training; participating in other
training as appropriate to improve standards of performance.
Undertaking any other duties, consistent with the purpose of the job, as
required by the College.
The Lodge Manager will work closely with a number of College Officers and
members of staff, in particular the Domestic Bursar, Dr Rachel Buxton, to whom s/he
reports. There is also frequent liaison with the Senior Dean (who is responsible for
student welfare and discipline); the Clerk of Works; the Housekeeper; the Conference
and Events Officer; the College Accountant (and other Bursary staff); and the Human
Resources Manager. The role will also involve engagement with other departments
across the College (Kitchen; Buttery; Gardens and Grounds; Bar), and Fellows and
staff and members of the student body.
The Lodge Manager will be provided with a small office on the College’s main site,
and all necessary computer equipment (hardware and software) for the fulfilment of
The successful candidate for this position must satisfy the following criteria:
Fluency in written and spoken English
Excellent communication skills
Experience of managing a team, and demonstrable team-building and
Ability to prioritise own workload, and that of the department
Experience of working in a role in which customer service is of key
Ability to remain polite and calm under pressure, including in emergency
Ability to use initiative appropriately to solve problems or issues that may
Strong IT skills, including e-mail, Word, and Excel
Ability to be flexible in working practices (the post-holder will be required to
work unsociable hours, including some evening, night-time, and weekend
shifts, and to respond to out-of-hours emergency calls, including over the
Christmas and New Year period)
Ability to attend College at short notice in case of an emergency
Readiness to work within the structure and traditions of the College and the
University, and a willingness to contribute to the College’s unique community
Punctual and reliable, and of smart appearance
The candidate is required to be in good health and physically fit
Additional desirable criteria include:
Experience of working in a similar environment
Experience of shift work
Experience of preparing rotas to ensure 24-hour cover
Terms and Conditions
Appointment: This is a permanent post to be filled from Tuesday 1st May, or as
soon as possible thereafter. The appointment will be made subject to
pre-employment checks (see ‘Other Information’, below). The initial
period of appointment is probationary, for six months.
Salary: Equivalent to Grade 5 of the Oxford University Pay Scale, between
£22,971 and £27,428 per annum depending on experience.
Pension rights: Oxford Staff Pension Scheme (OSPS)
Meals: Free meals are provided in College when on duty
Hours of Full time, 40 hours per week, 20 of which are to be ‘core hours’,
working: worked over four weekday mornings, as agreed with the Domestic
Bursar. The remaining hours are to be allocated as required – eg to
participate in the Lodge rota to cover annual leave or sickness
absence; to deal with an emergency call-out; or to be on duty during
busy times of the academic year.
Annual leave The postholder will be entitled to six weeks’ paid leave, plus 8 days
entitlement: Bank Holiday in each year, to be taken at such times as shall be
mutually convenient, and agreed in advance with the Domestic
The postholder may be required to work on Bank Holidays,
including over the Christmas and New Year ‘closed periods’, for
which time off in lieu will be granted.
Notice period: During the initial probationary period, notice will be one week on
either side. Subsequent to satisfactory review and confirmation in
the post the notice period will be one month on either side.
Prospective candidates should send the following items to the College:
1. A completed application form (available at www.lincoln.ox.ac.uk/vacancies)
2. A thoughtfully-written covering letter of no more than 150 words stating how
their skills, experiences, and interests equip them to undertake this role
3. This post is subject to recruitment monitoring to ensure that the selection process
is consistent with the law and the College’s Equal Opportunity Policy and Code of
Practice. To this end, applicants are asked to complete a Recruitment Monitoring
Form, this too is available on the website. This should be returned with your
application, but should be placed in a separate sealed envelope addressed to
the Human Resources Manager. The information supplied on the form will play
no part in the selection process, and will not be seen by any member of the
This material should be sent to:
The Bursar’s Secretary
Applications may be sent by e mail to: email@example.com
Closing date for applications is 12.00 noon on Friday 24th February 2012.
It is anticipated that interviews will be held at Lincoln College in the week
commencing Monday 12th March 2012.
Data Protection. All data supplied by applicants will be used only for the purposes of
determining their suitability for the post and will be held in accordance with the
principles of the Data Protection Act 1998.
The successful candidate will be required to complete a confidential medical
questionnaire which will be forwarded to our Occupational Health Department who
will assess their fitness to perform this role.
Lincoln College is an Equal Opportunities Employer. Conduct against fellow
employees and College members which is offensive, or detrimental to them on
grounds of age, colour, disability, ethnic origin, marital status, nationality, national
origin, parental status, race, religion or belief, gender, or sexual orientation will not be
Any enquiries related to these Further Particulars should be directed in the first
instance to the Domestic Bursar, Dr Rachel Buxton (firstname.lastname@example.org).