Job Pack. Summary of Terms and Conditions of Service. Summary of Terms and Conditions of Service. RESIDENCE WARDEN Terms and Conditions 2016/2017

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1 Job Pack Summary of Terms and Conditions of Service Summary of Terms and Conditions of Service RESIDENCE WARDEN Terms and Conditions 2016/2017 Summary of post: Wardens bear immediate responsibility during both term-time and vacations for the pastoral care, welfare and discipline of those of their residents who are students of the College. Wardens will be supported by the Residence Associates and report to the Duty Managers. All full-time employees of the College may apply for Wardenship. At the time of appointment employees must have at least a year of their substantive employment contract to run. Full time registered postgraduate students are eligible (in which case they must have at least three terms of study to complete at the time of appointment and be in good academic standing). Hours Wardens are expected to work as required by the circumstances at any time of the day and the night and to be in residences throughout the three university terms. During Christmas, Easter and summer breaks at least one warden is to be on duty to ensure that their pastoral responsibilities are fulfilled. Cover arrangements are to be made between the Wardens and the Duty Managers. Absence Short periods of absence are permitted if another warden from their residence or a neighbouring residence is available to cover in their absence. Alternatively, in case of emergency absences, arrangements should be made to enable the absent Warden to be contacted by telephone in case of an emergency and the Night Security can be engaged for additional cover. In the case of an absence involving more than three consecutive nights away in term-time, or seven consecutive nights away in the Christmas or Easter vacations, the Duty Manager must be informed in writing (e.g. by ) with at least seven days notice whenever possible, and advised of what alternative cover arrangements have been made. The following cumulative absence is not normally acceptable: During term-time - absence in excess of 10 days Academic year - absence exceeding 3 months The following continuous absence is not normally acceptable: Christmas/Easter vacation - in excess of 14 days Vulnerable Hours Wardens are responsible for organizing duty cover between 8pm and 8am each evening. At the weekend, between 8am and 8pm, the on call Warden has responsibility for the on call telephone and must be within one hours travelling distance of the residence. Wardens act as the first contact point for serious/critical students welfare issues, and are the first-responder on site in the event of a fire alarm or incident. The Duty Managers will provide further professional support as required, escalating issues to the managers on call in a timely manner.

2 Appointment, Extension and Termination Appointments are made for a nominal 1-year period in the first instance, normally terminating on 31st August. Wardens may request extensions for further 1-year terms at the discretion of the appointment panel, normally up to a maximum of two extensions (3 years in total). In order for an appointment to be made or extended, at least one year of a substantive employment contract must be left to run. During the first year of appointment, performance and conduct will be reviewed periodically and if the general expectations of the role are not met then the tenure will be terminated. Subsequent performance reviews may take place during the term of the appointment. Wardens who wish to resign their wardenship during the period of their appointment are required to give at least 3 months notice. The College will normally give 3 months notice of termination if the period of appointment is not to be renewed. The College reserves the right to require Wardens not to undertake warden work during all or part of the notice period. In the event of dismissal for misconduct or conduct prejudicial to the interests of the College, Wardens may be dismissed without notice. In such cases, accommodation licence also ceases at the same time as employment. If a Warden ceases to be an employee (other than as a Warden) of the College, his or her appointment as a Warden will automatically cease. It is important that the College is informed by the Wardens as soon as it is known that there will be any changes in his/her College status. Failure to do so will be taken as a breach of the conditions of appointment. In exceptional circumstances such as on compassionate grounds, a Warden may be allowed to continue in the role after his employment has ended for up to 12 weeks, at the discretion of the Head of King s Residences. Please note that as this post is exempt from the Rehabilitation of Offenders Act 1974, a satisfactory (enhanced level) Disclosure and Barring Service (DBS) check will be required for the successful candidate. Grievance and Disciplinary Procedure In the event of a Warden raising a grievance or being involved in a matter regarding disciplinary action against him/her, the Head of King s Residences shall be responsible for hearing a case and determining any necessary action but will require other College employees to investigate the complaint. Health and Safety The Warden has a duty to take reasonable care of his or her own health and safety and that of the residents. It is a condition of service that all Wardens attend and pass a First Aid training course and take refresher courses when required. Renewals of appointment will only be offered when this requirement has been fulfilled. In order for a full evacuation of a residence to take place, it is essential to have a robust fire and emergency management system. The Residences staff (during their working hours) and Wardens and Residence Associates are best placed to provide guidance and support during fire events. Their knowledge of occupants, the building and daily life will be invaluable to the occupants, the Night Security team and any attending emergency services in the event of an emergency. Wardens have a particularly important role to play, since at least one member of their team should always be on duty when residents are most likely to be cooking or sleeping these are considered the most vulnerable hours. When designated as the first-responder, the Warden on duty is expected to remain on-site for the duration of their shift and act as the Fire Co-ordinator/Fire Marshall, as appropriate, during a fire event. If not on duty but on-site, all other members of the warden team are expected to act as 'Fire Marshalls', to wear a high-visibility jacket (provided), and to react appropriately in the event of a fire alarm.

3 Accommodation Occupation of a study bedroom, as part of the Wardens Flat (2-3 bedroom unit within a residence with their own kitchen and bathroom) provided by the College will be a condition of service as Warden for the proper performance of duties. Occupation will be limited to the tenure of office as Warden. The flat is provided free of rent with free heating, electricity, gas (if provided) The College provides certain basic household equipment (for example, cooker, refrigerator) and heavy furniture. Furnishing is otherwise the responsibility of the Warden. The College accepts responsibility for maintaining the flat in reasonable decorative order. In this connection the Warden is expected to allow College officers access to the premises at any reasonable time. The College reserves the right to move the Warden s accommodation from that specified at the time of appointment to other reasonably equivalent space. The Warden may, in consultation with the College Residences Operations Management, install in the accommodation provided such items as built-in cupboards and wall cupboards at his/her own cost. However, at the end of the term of office, no such furniture or furnishings should be removed from the accommodation. All building works and removals should be completed by representatives of Facilities Management. Status & Remuneration The College considers Wardens to be 'Voluntary Workers' in accordance with Section 44 of the National Minimum Wage 1998, and as such they will not receive monetary payments or benefits in kind for carrying out their duties. In order to carry out these duties effectively, they will be required to sleep in accommodation provided by the College and will be expected to respond when called upon. Data Protection and Privacy Wardens hereby authorise the College in accordance with the Data Protection Act 1998 and any regulations made under it to hold and otherwise process personal data including (without limitation) sensitive personal data relating to them. Wardens agree to comply with the College s policies in force from time to time regarding the use of equipment provided for use in the normal course of their activities. Appointed Wardens are to sign and date every page of this document as proof of reading, agreement & acceptance of the Term s & Conditions stated.

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5 Applying for the Post: If you would like to apply for this role please an up to date CV and an expression of interest letter explaining why you would like to be considered for the role and why you think you will be a suitable candidate. Applicants are to send this via to resilife@kcl.ac.uk The deadline for applications is 5 August If you are successful you will be informed of interview dates and times that will commence in 8 August 2016 at one of the KCL campuses. Response and Feedback Unfortunately we are not able to provide feedback to candidates who are not shortlisted for the role. We are only able to provide feedback to interviewed candidates upon request. We would like to assure you, however, that every application we receive is considered in detail and a shortlist only drawn up after careful reference to a detailed person specification. If therefore, your application is not successful, we hope that you will not be discouraged and will still apply for other suitable vacancies at King s College London as and when they are advertised.