African Science Academy Hostel Guardian Job Description Job Title: Hostel Guardian Job Purpose: To lead, manage and monitor the running of the boarding house Responsible to: Headmistress Responsible for: Boarding pupils and staff working in the boarding house Commencement Date: 1 st August 2018 OUTLINE OF POST: The role of the Hostel Guardian is incredibly important to the running and success of the boarding House. Hostel Guardian is a component of the House team and the role involves significant responsibility. The Hostel guardian is an important role maintaining a home-fromhome atmosphere and ensuring the health and happiness of the boarders. The Hostel Guardian role is constituted of two different functions: Pastoral and Health Care Housekeeping or House Administration Competence in both areas will be equally important to the success of the role. This job description provides a guide to, and general description of the duties and responsibilities. It is not intended to be wholly definitive; therefore, the incumbent shall not be constrained from providing such support as may be properly attributed by the School over time to the role. In this respect, the Hostel Guardian will be expected to undertake any other related tasks as may reasonably be requested by the Headmistress. Aims and Functions To act in loco parentis for the girls and to provide all boarders with the best possible experience of a boarding education by ensuring a challenging and supportive environment: a home from home for boarders To ensure the safety, good discipline and pastoral wellbeing of all boarders To manage effectively and efficiently the staffing, organisation and resources of the Boarding House To oversee Health and Safety standards and requirements within the Boarding House 1
Pastoral and health care The Hostel Guardian should: Develop awareness of general health, hygiene, eating and sleeping natures and make referrals when students are ill/ injured or have medical / health problems i.e. (i) ensuring that every girl attends all meals and supervised prep as a matter of course by completing the relevant registers and (ii) establish and maintain an orderly bedtime routine To keep the Head teacher and parents informed of all significant illnesses or injuries To report actual or potential risks to the safety or welfare of children in the school to the Head teacher Monitor behaviour and deal appropriately with any disciplinary issue, monitor tidiness of dormitories on a daily basis e.g. ensuring beds are properly made and litter etc. is in bins Be conversant with the school s policies and procedures and ensure that all members of the boarding staff team (including volunteers where appropriate) are familiar with these policies and are aware of the appropriate response needed in these areas Support the school s disciplinary policy and define and implement a clearly understood and fair system of sanctions within the House in relation to the school s code of conduct. The Housemistress may not keep any matter confidential that might seriously affect an individual pupil, other pupils or the reputation of the School. Any matters of this nature should immediately be brought to the attention of the Head teacher. All matters of discipline should be brought to the House Staff meetings and, in particular, serious breaches of discipline should always be aired and must not be concealed. Oversee the common room meetings for pupils to meet weekly to discuss any issues concerning the House. Develop, in the pupils, a sense of collective responsibility and sensitivity to the difficulties and needs, of others, and to encourage such support and help for each other as is appropriate. Ensure the safety and security (physical and emotional) of all girls in the House at all times when they are in the school s care. Build and maintain close relationships with parents and to be available to parents at the start/end of semesters To operate a number of surgeries each day and to administer medication, whether prescribed or non-prescribed in accordance with School policy. To keep detailed records of all medication and first aid administered to girls in the house. The record should give name, date, medication/treatment, reason for administration (if not prescribed). A written record must also be kept of all illness, accidents and injuries to girls To liaise with the school partnered hospital regarding the medical treatment of boarders and to advise the School of boarders with medical conditions To look after girls who are sick in the house (in sick bay) and to take girls to hospital if injured or if they have other appointments To ensure the cleanliness of sick bay To ensure that medicine cabinets and first aid bags are regularly stock checked 2
To ensure medical records and medicines are kept secure and that proper confidentiality is maintained To monitor the tidiness of girls bedrooms, common rooms and shared areas. To uphold the standards of dress expected at ASA To eat meals with the girls when on duty Housekeeping: To liaise with the Finance & Admin Manager regarding the recruitment and supervision of domestic / maintenance staff. The Hostel Guardian must be familiar with ASA safeguarding procedures To monitor the performance of domestic House staff including timekeeping To brief the cleaning staff on a regular (or daily) basis about any issues or special requests To organise the girls s laundry, and mending of clothes and to offer sufficient opportunity for girls to retrieve their laundered clothes To liaise with the Finance & Admin Manager over issues pertaining to the fabric and fittings of the House specifically repairs and renewal of furniture To brief the maintenance workers regarding minor repairs to check that reported jobs have been completed To advise the Finance & Admin Manager of any major repairs required To report to work sufficiently before the start of semester (3 days) to ensure the House is ready to receive boarders. If the House is not let over a particular holiday this preparation could be done at the end-of-term by arrangement Hostel records The Hostel is responsible for: Maintaining administration files detailing procedures and routines; Ensuring exeat permission forms are completed and authorised; Keeping careful records pertaining to trips and visits, permissions to stay away with guardian or parents; Ensuring that the handover log book, discipline, medication, sanctions and other centralised records are kept up to date, and weekly report is submitted; Maintaining records of all communications/contacts with parents and guardians; Developing and managing members of the House team: reviewing performances Attending Staff meetings Setting an exemplary personal standard of dress, behaviour and personal hygiene. Contact with Parents 3
The Hostel Guardian plays a key role in developing mutual trust and partnership between home and School. Regular communication with parents is invaluable, particularly for those who live abroad. Contact may be maintained by means in informal meetings, by telephone, by email. Weekends are a good opportunity to keep in touch with parents who collect/bring girls to school by car. Parents are requested to address routine communications to the hostel guardian. It is important to keep a record of exchanges between school and home. Significant issues must be brought to the attention of the Head teacher. The content of routine emails /telephone calls should be briefly recorded in the daily log. Full reports are written for each girl twice each year. The Head teacher will be particularly concerned with the Boarders : Organisation of time and approach to study; Social integration; Contribution to the activities and the community life in the School; Conduct in the Boarding House. School holidays The School is open during mid semester breaks each year and it is expected that the Hostel Guardian will cover these periods. As there will be no lessons, the hostel guardian is responsible for the students throughout the day on weekends and holidays (both mid semester and national holidays) The girls that remain in school during holidays may not be the full number. Duties and Tasks Stay in the school communal areas during nominated hours of duty (not in the Hostel Guardians private accommodation); Reside in official accommodation during silent hours and respond to calls/alarms during the night; Supervise pupils during non-timetabled time when present in boarding school; To ensure that a full and varied programme of extra-curricular activities is available within the Boarding House and to encourage pupils to be involved in a range of activities, particularly at weekends. To develop a programme of House trips which are popular with the girls and to ensure that they are staffed and planned appropriately. Help with contributions to parent-teacher meetings, Open Days etc; Relaying student concerns raised to the Head teacher To be responsible for all passports and airline tickets belonging to the girls being taken to the main school office for safe keeping at the beginning of every semester. To be responsible for the locking of the main building when on duty. To be resident in the House accommodation provided by the School during semester time, and to coordinate the beginning and the ends of semester i.e.: Be back at school at least 3 full day after the 2 main holidays in time to establish that all boarding arrangements have been completed before the return of the first girl arrives back (5.00 p.m. on the Sunday) and stay at school until all girls have left for the full holiday; routinely being present at school during the first and last week of any semester. Ensure that all areas have been left tidy and in good order before leaving for any holiday. This includes that all lights are switched off, taps turned off, windows closed and doors locked before any staff leave. 4
Sleep in School each night except for your main off duty night each week (other off duty evenings do not normally allow for sleeping out of school). Whenever on campus, whether on or off duty, not being unfit to respond due to the influence of alcohol or drugs, for purpose of dealing with emergencies or unexpected contact with visitors, parents, staff or pupils. Deal with emergencies of any kind, including escorting girls to hospital. To attend all school assemblies. To organise the Sunday assembly. To ensure that all girls attend Sunday assembly. To attend such meetings and official school functions as are appropriate to her role. To perform any other key task which the Head may reasonably assign. Participate in regular fire practices each semester in the evenings and during the night. Other Aspects Accommodation / Residential Requirements House staff are required to reside at the School during semester time when on duty with all utility costs covered. Accommodation for this post is in the Main Building. It is not suitable for families / or couples. All meals are provided free for staff during semester time. House staff are responsible for the cleaning of their own accommodation although suitable equipment and materials can be provided. It is intended that the Hostel Guardian will have 4 days (8 half days) off during a months duty and (one weekend day counts as two 1/2s). The hostel guardian must discuss proposed off days with the Head teacher and seek permission before taking these off days, as alternative hostel provisions must be made for such times. The hostel staff is not allowed off site during her duty time, unless during an emergency or after seeking permission from the Head teacher. PERFORMANCE STANDARDS To ensure that all services within the areas of responsibility are provided in accordance with the School s commitment to high quality service provision. This job description will be reviewed annually and may be subject to amendment or modification at any time after consultation with the post holder. It is not a comprehensive statement of procedures and tasks but sets out the main expectations of the School in relation to the post holder s professional responsibilities and duties. PERSON SPECIFICATION We are looking for a person with significant experience of working with young people to develop the exciting boarding provision at ASA. The successful candidate will be: Able to form positive relationships with girls and parents Able to form warm and professional relationships with the House staff and be able to work effectively within this team Flexible, understanding, compassionate and caring Able to manage a domestic team of cleaners and maintenance staff Able to cope with a busy, varied and often unpredictable workload An effective administrator Proficient in Microsoft Office skills 5
How to apply: To apply for this opportunity please submit the following documents to Helen Denyer at helen.denyer@africangifted.org and Efua Adabie at efua.adabie@africangifted.org.: - A letter of application (no longer than two pages), briefly outlining why you wish to apply for this position, what specific skills, qualities and experience you can offer the school, and why you feel confident in meeting the challenges of this position and of living and working in Ghana. - A current CV (no longer than 3 pages) - The names and full contact details, including current email addresses of two or more referees. Please also indicate the relation to the referees. The application deadline is midnight GMT, Thursday, 17 th May 2018. African Gifted Foundation Ghana is committed to the safeguarding of our students. Appointment will be subject to an enhanced child protection screening appropriate to the post. Please note that you may be required to provide additional documentation as proof of your identity and qualifications. 6