Deputy Lodge Manager

JOB DESCRIPTION

Job Title:

Deputy Lodge Manager

Job Grade:

4

Responsible to:

Lodge Manager

General Duties:
To work alongside our team of Receptionists and to assist the Lodge Manager with the day-to-
day supervision of the Lodge operation.

Front of House
•  Provide accurate information and appropriate assistance to members of the College,

Conference delegates, and visitors

•  Act as an information point and communicate relevant information to appropriate departments
•  Be sensitive to the needs and welfare of the student body; in the absence of the Junior Deans

(during vacations or out of hours), be first point of contact for student welfare issues

•  Handle telephone calls to the main switchboard warmly and professionally
•  Manage Lodge logistics and College parcel and post-delivery, ensuring the Lodge is kept

clean and organised

•  Monitor the Lodge email account, and check-in and checkout students
•  Maintain forwarding addresses of junior members in residence and living out of Oxford
•  Promote sales of souvenirs, etc. and operate the sales till
•  Deal with B&B visitor enquiries by providing high level customer service, and arrange safe

storage of luggage as and when required

•  Take receipt of room defect reports from visitors and forward to appropriate departments

Organise and monitor daily Lodge tasks
•  Maintain the security of the College buildings, ensuring a record is kept of all security and

alarm activations and relevant persons are informed

•  Act as first point of contact and take appropriate action in the event of a fire alarm activation,
ensuring professional response, overseeing College evaluation, and co-ordinating the Lodge
and/or emergency services as required

•  Train and instruct Lodge staff on emergency procedures and the required plan of action
•  Be fully conversant with the College security systems and procedures, including the

monitoring and logging of CCTV

•  Provide written incident reports where necessary
•  Co-ordinate on-site parking for guests and fellows
•  Uphold recording of incidents and accidents within College, informing relevant persons
•  Monitor keys issued for College rooms and ensure they are accurately recorded
•  Maintain and monitor security for bicycle and car parking areas
•  Ensure Lodge records, forms, and procedures are followed, e.g., fire call point testing, alarm

activations, Salto card records, and lost key lists; respond to any irregularities

•  Ensure College’s flag policy is followed

Job Description: Deputy Lodge Manager     1

Other Services
•  Deputise in the absence of the Lodge Manager
•  Undertake general administration as requested by the Lodge Manager
•  Assist Lodge Manager with staff matters including, but not limited to, induction training,

remedial training, planning staff levels, and supervising casual staff

•  Plan and onward brief the daily agenda that includes the duties that need to carried out by the

Lodge staff members

•  Maintain and order College first aid supplies upon Manager approval
•  Be responsible for the Lodge use of the Salto system include door configuration, fob

allocation, and door battery levels

•  Carry out security patrols and deal with security and behavioural issues appropriately
•  Take lead and responsibility for the fire alarm system faults and the call-out of Pyrotec.

ensuring all call-outs and resultant charges are monitored.

•  Liaise with Maintenance on any issues (decide whether a fault requires Pyrotec attendance,

can be fixed internally, or can wait until the next scheduled service)

Meetings
•  Make internal meeting room bookings (Parks Road site only) during term time, ensuring

Lodge staff follow correct procedures

•  Become familiar with and maximise use of the meeting space on main site during the

academic term, offering guidance on spaces

•  Ensure processes for bookings are followed, such as maximum capacities, liaising with the

decanal team where required

•  Ensure relevant departments are aware of special requirements for bookings, e.g., AV

Person Specification

Essential criteria

•  Knowledge of and experience managing the operations of a busy reception
•  Proven track record of effective team management, with an ability to motivate others
•  Excellent customer service skills
•  A strong ability to make quick and measured decisions
•  Ability to prioritise a dynamic workload and remain calm under pressure
•  Ability to communicate effectively and professionally with external guests, students, and

College members at all levels

•  Good written communication and basic report writing skills
•  A positive and helpful attitude towards colleagues and general reception operations
•  Consistently presents a professional service and appearance
•  Attention to detail and a passion for (and ability to enforce) professional standards
•  Can demonstrate knowledge and understanding of health and safety, security, welfare,

and other relevant knowledge areas

•  A flexible, responsible, and self-motivated approach to meeting the needs of the College
•

Intermediate computer literacy

Authorised by: Lodge Manager

Date: February 2026

Job Description: Deputy Lodge Manager     2