Expected Conduct of Radio Operators:

STANDARD OPERATING PROCEDURES

Radio Rooms

Expected Conduct of Radio Operators:

The primary responsibility for the Radio Room is security and safety of staff. Operational related communications are secondary. The operators need to bear this in mind and act accordingly. It is essential that all users perceive the service as a professional one that they can trust.

The Radio Operators must therefore:

·       Be form but polite at all times

·       Arrive on duty groomed as expected for staff

·       Maintain an organized and clean workspace

·       Always be vigilant

·       Not leave the workplace without a replacement

·       Not engage in discussions about radio policies, procedures etc. with users but direct this to ICT or in their absence the security officer on duty.

1.    Arriving on Duty:

·       Arrive on duty on time, every time

·       Ensure there is time for a proper handover prior to shift change.

·       Ensure all relevant information from the previous shift is passed on in the handover.

·       If there are any unsettled or unclear issues make sure you clarify all information related to this and address them promptly.

·       Make sure that all the radio room equipment is working properly.

·       Report any problem/fault to in charge.

2.    Finishing the Shift:

·       Make sure that you have briefed your colleague on all vehicles that you have checked during your shift.

·       Make sure that all the messages received will be followed up by the relieving radio operator.

·       Both radio operators, on change over, shall sign the voice log or complete the Database as applicable.

·       After signing (completion) the relieving radio operator on shift will be responsible from that point onwards.

·       Report any irregularities to radio room supervisor or safety in charge.

3.    While on Duty:

·       Vehicle tracking:

                                                             i.      Make sure that vehicle tracking is done according to procedures and respect strict timing for contacts. All contacts with vehicles must be logged in the vehicle tracking sheet.

                                                          ii.      All “closed” vehicle tracking movements must be saved to Data Base or saved and put in the relevant folder if no database installed.

·       Voice Logs:

                                                             i.      All messages received either by phone or radio should be logged before being dispatched.

                                                          ii.      All outgoing sat phone calls should be logged in an appropriate sheet.

                                                       iii.      All contacts should mainly be on. If the vehicle or staff has unserviceable radio equipment other means of communication must be tried, i.e. mobile phone, sat phone until the fault is repaired.

                                                       iv.      All telephone calls should be logged or entered in the database or manual record as applicable.

·       Radio Checks:

                                                             i.      Radio checks are necessary for a number of safety reasons. First of all to test that the equipment is working but also to ensure staff are contactable.

                                                          ii.      The security officer defines the schedule for the radio checks.

                                                       iii.      The standard pattern is as follow:

Phase	Daily HF	Daily VHF	Weekly VHF
I	All offices		All staff
II	All offices	Sec focal point	All staff
III	All offices	All staff	All staff
IV	All offices	All staff	All staff
V	All offices	All staff	All staff