Office Duty

OFFICE DUTY PROCEDURE & RESPONSIBILITIES

A set of keys will be provided to up to 2 Office Duty persons doing duty on a given time slot.

Full guidance/demonstration will be given by an experienced member to any member who first undertakes Office Duty.

Office Duty Visitor Registration forms and Office Duty Cash Sheets are available from the office in a folder in the office. If stocks are running low please photocopy the 'Master Sheet' to replenish. Do not record information on the master sheet. If no sheets are available please contact the Secretary.

If you cannot undertake your office duty please arrange for cover with another experienced office duty person. If unable to secure cover contact the Secretary who will email a reserve list. Wherever possible give at least 1 week notice of the requirement for cover.

Morning Office Duty

n.b The maintenance crew, or greenkeeper, will normally have arrived before you and opened the clubhouse, turned off the fence, rotated the green to next rink markers etc. Thus you may not have to perform all of the steps indicated below in this guidance.

In the clubhouse

• Arrive around 09.30 to open up the car park and pedestrian entrances and the main door to the clubhouse.

• Cancel the security alarm which will sound upon entering the clubhouse. (Instructions will be provided)

• Check the diary to understand availability / booking of rinks

• Check the answerphone for messages and answer the phone throughout your duty. Forward messages to appropriate members as appropriate. (e.g. Captain or Secretary).

• Collect cash for drinks snacks green fees etc. and record on the Cash Sheet.

• Record the names of visitors, (no need to record TBC members or bowlers from visiting teams), in the Visitors Register and secure the signature of each visitor. This is a specific requirement imposed by our Insurers.

• At the conclusion of your duty, before handing over to the 'pm office duty holder' cash up, complete the Office Duty Cash Sheet and transfer the money and cash sheet into the club safe in an orange pod. n.b. A cash float of £15 will be maintained in the blue petty cash box and by following this procedure it should be present at the beginning and conclusion of each duty.

• Throughout your duty, answer the telephone and where appropriate pass on messages or leave notes to inform others.

• Handover to the afternoon office duty holder and inform him/her of issues to be aware of.

To ready the Green (Green to be prepared ready for bowling to commence at 10am. As noted above the following may have been done already by the maintenance crew).

• Using the switch on the post in front of the main clubhouse doors, turn off the electric fence surrounding the green.

• After turning off the fence move tapes to their 'open' positions to give access to the green. (Gates in front of clubhouse and by the tennis courts).

• Open the pusher shed, (key in key safe in office), return key to safe after use.

• If you have time put out equipment likely to be required for the session you are overseeing e.g. mats, jacks, scoreboards & bowls pushers.

Afternoon Office Duty

Please Note:- Home club matches, held in the afternoon, will impact on the normal role of the afternoon duty holder. The office duty role remains your primary duty, however, you will often have spare time to assist the tea duty member who is responsible for preparing for the mid-game tea break, and where practicable you should help. With so many members in attendance it may also be appropriate that the duty holder leaves before the conclusion of a match. Please consult with the Match Captain to agree this before doing so.

Additionally the green may be used for an evening match in which case please leave sufficient equipment out to facilitate the match. The match will typically start at 6pm leaving you free to depart earlier, (having cashed up), without undertaking locking up duties.

• Arrive at the clubhouse by, (or before), 2pm to secure a handover over from the morning office duty holder and allow them to depart.

• Check the diary & assure the rinks are adequately prepared for the afternoon play. Adding, (or removing), equipment as appropriate.

• When a home match is taking place help the appointed 'Tea Duty' member to prepare teas/biscuits etc. for the half time tea break and to clear away and wash cups etc afterwards.

• Collect cash for drinks snacks green fees etc. and record on the Cash Sheet.

• Answer the phone throughout your duty. Forward messages to appropriate members as appropriate. (e.g. Captain or Secretary)

• Record the names of visitors, (no need to record TBC members or bowlers from visiting teams), in the Visitors Register and secure the signature of each visitor. This is a specific requirement imposed by our Insurers.

• If necessary shortly before 6pm inform bowlers that they should finish the end they are playing as the green is about to close.

• Collect all equipment and return it to the pusher shed. Lock the pusher shed and return the key to the key safe.

• Reconnect the electric fence tapes, and turn on the fence at the switch on the post in front of the main clubhouse entrance.

• At the conclusion of your duty cash up, complete the Office Duty Cash Sheet and transfer the money and cash sheet into the club safe in an orange pod. n.b. A cash float of £15 will be maintained in the blue petty cash box and by following this procedure it should be present at the beginning and conclusion of each duty.

• Before exiting the clubhouse ensure clubhouse security by:- checking that all windows are locked, fire exits and fire doors are closed, and electrical switches and lights are switched off. Set the alarm before exiting and locking the clubhouse. Lock the car entrance to the car park and finally exit via and lock the pedestrian gate.