IM5 - Assignment Instructions - rev1

• Client / Site

• Project Reference

• Created On

  Date

• Amended On

  Date

• Review Date

  Date
• Location
  Address

• Prepared by

• Category / Description / Revision

• The following Assignment Instructions define ProActive Security Ltd roles and responsibilities for the service of security provided for the project. The Assignment Instructions will be amended by form of revision.
  
  Client required amendments/updates must be presented in writing for implementation to Operations Manager: jason.brown@proactivesecurity.org.uk Operations Director: ben@proactivesecurity.org.uk
  PSS required amendments/updates will be presented to the client for review/approval prior to implementation.

Location

• Project/Site Location Image

  Media

• Project/Site Access Information

Service

• Service Requirement

  Gatehouse Security

  Out of Hours Security

• OUT OF HOURS SECURITY

• PSS Standard Duties & Responsibilities...
  
  1. Security Personnel (SP) prime responsibility is to protect the customer’s people, property and assets at all times, as far as reasonably practicable.
  
  2. SP must wear full uniform at all times. This consists of black trousers, white shirt, and black tie, with Proactive high visibility jacket / vest and hard hat. SIA badge and ID badge must be displayed at all times. Additional PPE to be used (Personal Protective Equipment) will be identified in the site induction and risk assessment.
  
  3. SP to be inducted by ProActive Security Ltd. In addition SP must read site related risk assessment and the Assignment Instructions before any duties are carried out. (Located in the site folder, which is kept with all the site equipment). SP to sign acknowledgement Read and Understood declaration.
  
  4. SP must clock on at the start of shift by firstly scanning their ID card and then the clock on checkpoint (located within the site folder/security case) unless otherwise instructed.
  
  
  5. SP must thoroughly check all onsite equipment to ensure full operational functionality and report immediately to ProActive Security Ltd any signs of malfunction, defect, damage, signs of tamper. Failure to carry out this process could result in the SP on duty being held responsible for any substandard onsite equipment.
  
  6.. SP must review the onsite logbook for information on any messages, requirements or information relevant to his/her shift.
  
  7. SP must initiate constant and continual site observation and crime prevention techniques in line with SIA guidelines/PoActive Security Ltd training and Project/Site specific instructions.
  
  8. SP must document all incidents,occurrences, messages, relevant information in the onsite logbook in accordance with ProActice Security Ltd policies.
  
  9. SP must report all incidents, occurrences, messages, relevant information in accordance with ProActice Security Ltd policies.
  
  10. SP must complete all relevant onsite paperwork and documentation in line with ProActive Security Ltd policies and training.
  
  11. SP must carry out at least a full baton handover if shifts are consecutive to assure all relevant information is passed to the proceeding SP.
  
  12. SP must clock off at the end of shift by firstly scanning their ID card and then the clock on checkpoint (located within the site folder/security case) unless otherwise instructed.
  
  

• GATEHOUSE SECURITY

• PSS Standard Duties & Responsibilities...
  
  1. Security Personnel (SP) prime responsibility is to protect the customer’s people, property and assets at all times, as far as reasonably practicable.
  
  2. SP must wear full uniform at all times. This consists of black trousers, white shirt, and black tie, with Proactive high visibility jacket / vest and hard hat. SIA badge and ID badge must be displayed at all times. Additional PPE to be used (Personal Protective Equipment) will be identified in the site induction and risk assessment.
  
  3. SP to be inducted by ProActive Security Ltd. In addition SP must read site related risk assessment and the Assignment Instructions before any duties are carried out. (Located in the site folder, which is kept with all the site equipment). SP to sign acknowledgement Read and Understood declaration.
  
  4. SP must thoroughly check all onsite equipment to ensure full operational functionality and report immediately to ProActive Security Ltd any signs of malfunction, defect, damage, signs of tamper. Failure to carry out this process could result in the SP on duty being held responsible for any substandard onsite equipment.
  
  5. SP must review the onsite logbook for information on any messages, requirements or information relevant to his/her shift.
  
  6. SP to meet & greet - sign in/out all staff, visitors, sub-contractors, deliveries in accordance with PSS training and client specific requirements.
  
  7. SP must document all incidents,occurrences, messages, relevant information in the onsite logbook in accordance with ProActice Security Ltd policies.
  
  8. SP must report all incidents, occurrences, messages, relevant information in accordance with ProActice Security Ltd policies.
  
  9. SP must complete all relevant onsite paperwork and documentation in line with ProActive Security Ltd policies and training and client specific requirements.
  
  10. SP must carry out at least a full baton handover if shifts are consecutive to assure all relevant information is passed to the proceeding SP.
  
  

Project/Site Specific Tasks/Requirements

• SP to be based/located

• SP base/location image

  Media

• Additional assignment specific uniform PPE, equipment required

  Yes

  No

• Details of assignment specific uniform, PPE, equipment required

• Site specific tasks & requirements

Shift Schedule

• Day

  Select Monday Tuesday Wednesday Thursday Friday Saturday Sunday

  • Monday
  • Tuesday
  • Wednesday
  • Thursday
  • Friday
  • Saturday
  • Sunday

• Monday Start

  Date

• Monday Finish

  Date

• Tuesday Start

  Date

• Tuesday Finish

  Date

• Wednesday Start

  Date

• Wednesday Finish

  Date

• Thursday Start

  Date

• Thursday Finish

  Date

• Friday Start

  Date

• Friday Finish

  Date

• Saturday Start

  Date

• Saturday Finish

  Date

• Sunday Start

  Date

• Sunday Finish

  Date

Site Plans/Drawings

• Plans

  Select Site Plan Patrol Plan Fire Plan Evacuation Plan Logistics Plan Traffic Management

  • Site Plan
  • Patrol Plan
  • Fire Plan
  • Evacuation Plan
  • Logistics Plan
  • Traffic Management

• Site Plan

  Media

• Patrol Plan

  Media

• Logistics Plan

  Media

• Traffic Management Plan

  Media

• Fire Plan

  Media

• Evacuation Plan

  Media

Key Holding

• SP to take position of keys

  Yes

  No

• SP to keep possession of keys and handover to consecutive SP

• SP to keep possession of keys to unlock/lock site daily

• SP to collect keys from Site Management on arrival each day and return to Site Management at end of shift

• No. of keys to be held by SP

Key No.

• Key description

• Key image

  Media

Patrol Routes/Instructions

• Site Patrols Required

  Yes

  No

• Patrols not applicable onsite

• Patrols to be conducted

  1 per hour

  2 per hour

• 1. Conduct patrols hourly ensuring al check points are scanned.
  
  2. Check all accessible doors, windows, gates, access points to ensure locked/secure.
  
  3. When carrying out a patrol ensure to lock the location you are based on exit.
  
  4. Pay vigilance and become aware of your surroundings, identify any potential changes to your surroundings/environment that may indicate unlawful access to site or may arouse suspicions of abnormal process/procedure and respond/report according to ProActive policy.
  
  5. Document any potential changes to your surrounding/environment that may indicate unlawful access to site or may arouse suspicions of abnormal process/procedure in the onsite log book and inform the following SP in your shift handover.
  
  6. Safety glasses, and gloves must be worn on all patrols and you must carry a fully working torch/flashlight on all night patrols.
  
  7. All standard and site specific PPE must be worn when carrying out a patrol.
  
  EXAMPLE: 21:00-22:00 patrol / duration = 20 minutes.
  Earliest start time: 21:00
  Earliest finish time: 21:20
  Latest start time: 21:25
  Latest finish time: 21:45
  
  
  
  

• 1. Conduct x2 patrols per hour ensuring al check points are scanned.
  
  2. Check all accessible doors, windows, gates, access points to ensure locked/secure.
  
  3. When carrying out a patrol ensure to lock the location you are based on exit.
  
  4. Pay vigilance and become aware of your surroundings, identify any potential changes to your surroundings/environment that may indicate unlawful access to site or may arouse suspicions of abnormal process/procedure and respond/report according to ProActive policy.
  
  5. Document any potential changes to your surrounding/environment that may indicate unlawful access to site or may arouse suspicions of abnormal process/procedure in the onsite log book and inform the following SP in your shift handover.
  
  6. Safety glasses, and gloves must be worn on all patrols and you must carry a fully working torch/flashlight on all night patrols.
  
  7. All standard and site specific PPE must be worn when carrying out a patrol.
  
  EXAMPLE: 21:00-22:00 patrol / duration = 10 minutes.
  Patrol 1 - Earliest start time: 21:00
  Patrol 1 - Earliest finish time: 21:10
  Patrol 1 - Latest start time: 21:10
  Patrol 1 - Latest finish time: 21:20
  
  Patrol 2 - Earliest start time: 21:30
  Patrol 2 - Earliest finish time: 21:40
  Patrol 2 - Latest start time: 21:40
  Patrol 2 - Latest finish time: 21:50
  
  
  
  

• No of checkpoints onsite

CP No.

• CP reference/location description

• CP images (take x2 images... x1 area of location. x1 close up of CP)

  Media

Onsite Equipment Itinerary

• Onsite Equipment...

  Select Patrol Device Laptop (Notebook) Desktop PC Lone Working Phone Combination Lock Rapid Deployment Alarm

  • Patrol Device
  • Laptop (Notebook)
  • Desktop PC
  • Lone Working Phone
  • Combination Lock
  • Rapid Deployment Alarm

• Patrol Device...

• Make

• Model

• Serial no.

• Contact no.

• Laptop (Notebook)...

• Make

• Model

• Serial no.

• Desktop PC...

• Make

• Model

• Serial no.

• Lone Working Phone...

• Make

• Model

• Serial no.

• Contact no.

• Combination Lock...

• Combination

• Rapid Deployment Alarm...

• Make

• Model

• Serial no.

Onsite Documentation

• PSS Incident/Logbook

• F.08 - Individual Sub-Contractor Weekly Attendance Sheet

• F.09 - Management Weekly Attendance Record Sheet

• F.10 - Delivery Attendance Record Sheet

• F.11 - Visitor Attendance Record Sheet

• F.12 - Personal Daily Tracking Form

• Risk Assessments

Emergency Procedures / Lines of Communication

• NOTE: All incidents, occurrences, relative observations must be logged with the Communication Room / Office.
  
  For all urgent and non urgent logs these should also be recorded within the note book located within the security case. Please ensure that a detailed log is written in clear hand writing including the following:-
  
  • Date
  • Time
  • Your name
  • Description of events/ occurrence
  • Full names of third parties if applicable
  • If applicable vehicle registration, make, colour
  • Root cause
  • Action taken
  
  
  
  07:00 to 19:00
  ProActive Security Ltd Office​​​​​ / Communication Room
  0844 826 2906 / 01536 799 811
  
  ProActive Security Ltd Operations Manager
  07739 759 359
  
  ProActive Security Ltd Operation Director​​​
  07903 386 257
  
  ProActive Security Ltd Quality Manager​​​
  07814 968 129
  
  In the event of a fire on site the SP should first contact the emergency services immediately on 999, followed by ProActive Security Ltd Control room and the out of hours client contact in relevant order until one is reached.
  
  If the fire is manageable and can be safely extinguished using the appropriate fire extinguisher, then the SP should take the appropriate action to prevent the fire spreading or endangering members of the public or surrounding buildings. All SP will ensure their safety is not comprised at any time. Refer to Points of Interest for Muster point information.
  

• Community Contact Details...

• Local Police

• Station

• Contact number

• Address

• Local Hospital

• Name

• Contact number

• Address

• Service Provider Details...

  Mains Supply

  Temporary Supply

• Generator provider

• Company name

• Contact number

• Serial no.

• Water utility provider

• Company Name

• Contact number

• Gas utility provider

• Company Name

• Contact number

• Electricity provider

• Company Name

• Contact number

• Client Contact Details - WORKING HOURS

Contact no.

• Name

• Position

  Select Project Manager Site Manager Quantity Surveyor Commercial Manager Construction Manager Logistics Manager Site Engineer Operations Manager Business Development Manager Purchasing Manager

  • Project Manager
  • Site Manager
  • Quantity Surveyor
  • Commercial Manager
  • Construction Manager
  • Logistics Manager
  • Site Engineer
  • Operations Manager
  • Business Development Manager
  • Purchasing Manager

• Contact no.

• Client Contact Details - OUT of HOURS

Contact no.

• Name

• Position

  Select Project Manager Site Manager Quantity Surveyor Commercial Manager Construction Manager Logistics Manager Site Engineer Operations Manager Business Development Manager Purchasing Manager

  • Project Manager
  • Site Manager
  • Quantity Surveyor
  • Commercial Manager
  • Construction Manager
  • Logistics Manager
  • Site Engineer
  • Operations Manager
  • Business Development Manager
  • Purchasing Manager

• Contact no.

Points of Relevence

• Fire Extinguishers...

• Location/Description

• Add media

  Media

• First Aid Point...

• Location/Description

• Add media

  Media

• Muster Point...

• Location/Description

• Add media

  Media

• Welfare - Toilets/W.C...

• Location/Description

• Add media

  Media

• Welfare - Canteen ...

• Location/Description

• Add media

  Media

Confirmation of Approval

• Client representative signature of approval

  Sign

• PSS representative signature of approval

  Sign

Security Personnel Declaration

• I hereby confirm that I have read and fully understand all Duties & Responsibilities, Tasks & Requirements documented within these Assignment Instructions.

• SP Details

SP

• Full Name

• Signature

• Date

• SIA Number