Component # 2 Administrative Duties - WildlifeCampus · 2020-05-21 · – WildlifeCampus – Game...

– WildlifeCampus – Game Lodge Management Course

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1

Administrative Duties © Copyright

g Daily duties

Morning meeting: Discuss evaluations, pick-ups, drop-offs, sitting for meals etc.

General reports on excel

Climate, guest register, bednight reconciliation and wildlife highlights.

Module # 4 – Component # 2

Administrative

Duties

©Wilderness Safaris




2


Invoices: Banking info on excel.

Hotel statistics

Rooming lists

Wildlife register

Aircraft and truck movements

Memo updates: Received and sent

Attendance register

Flight schedules (where appropriate)

Radio messages

Accounts for staff and guests





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Daily bar record sheets to check: Missing drinks and issues

Cash sales: Staff

Curio shop sales: Invoices

Laundry: Checking of laundry slips and laundry schedule

Laundry issues

Room checks: For guest arrivals

Menu planning for the kitchen

Welcome/departure notes and evaluation sheets

Booking sheet updates.





4


Weekly duties

Fresh orders: kitchen, bar drinks etc.

Staff flights & other transport: where appropriate.

Maintenance orders: to be done once a week.

Fuel usage: Excel spreadsheet.





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Monthly lodge statistics

Lodge details: Provide the full name of the lodge and camp, all the relevant

contact details and an appropriate contact person i.e. camp or lodge manager.

Month: Current month and year. Number of bedrooms/tents/units available in the

camp (excluding staff rooms). The number of beds available e.g. 8 tented camp

has 16 beds.

Employment: The number of local staff. Make sure that the number of staff is

correct - this should be changed with new staff and staff resigning.

Salaries and wages: A list of each staff member and their salaries paid or due.





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Occupancy: The number of tents/units that were occupied. The number of

tents/units that may have been occupied (please note that only the full-paying

guests are included and not FOCs or staff bednights).

Turnover: Potential turnover (assuming 100 % occupancy). Actual turnover (based

on actual occupancy. These figures do not include ancillary amounts such as bar

bills).

Bednights: The total number of beds sold must balance with your bednights

available and booking sheets, fewer cancellations.

Responsibility: Sign the form, fill in your position: i.e. camp manager and the date.

Retain a copy and send on onto the general manager at your head office.





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Attendance register

All leave taken, including annual, sick, compassionate, unpaid and study leave by

each staff member must be recorded. Include the amounts of leave still due.

All staff to sign the register every month.

1 copy of the previous month’s register must be sent to the human resources

department.

1 copy must be sent to the accounts (salary) department.

1 copy must be kept on file at the lodge.

Use the following shorthand notation when describing leave taken or due.

The figures below are suggestions, each lodge must decide on their own policy and

leave allocations.

L = 26 days annual leave every 3 months = 78 days per annum.

S/L = 14 days sick leave per annum.

C/L = 7 days compassionate leave per annum.

U/L = unpaid leave (for private matters and to pay for own transport).

H = head office. When required to be at head office or another camp. This is not

deducted from annual leave, but the staff member will be recorded as absent on

the register.

A = absent from work without permission (e.g. Not reporting back from leave in

time, not reporting for a working day in camp). This will result in a verbal warning,

and the day (s) taken will be deducted from annual leave

M/L = 12 weeks of maternity leave.

When a staff member does not report for work and has not been granted leave, they

must explain their absence with a note or telephone call. If a staff member does not

report for work for 3 consecutive days without a valid excuse, their contract may be

terminated. If a staff members’ child is ill, they take unpaid leave or days taken can

be deducted from their annual leave. This does not fall under compassionate leave. It

is a good idea to keep a record of sick and compassionate leave monthly in the back

of your register to keep track of days still owed and not to go over.




8


Mailbags

Many lodges are situated in remote areas, and therefore require a weekly (at least)

mail run. This is to collect incoming and drop off the out-going post for the lodge and

its staff. Make sure that all staff are made aware of the mail-run timetable and

schedule, and should they wish to send mail, that it is placed in the correct container

in due time. The cost of sending personal mail is generally to the cost of the sender.

Should the lodge send out bulk mail, they may consider a free quote.

The sending of guest mail and postcards at the lodge’s expense can be considered

an excellent personal touch. Also, if the lodge provides complimentary postcards with

your lodge branding, the expense may be equated with marketing the lodge. Do not

send a mailbag into town on weekends. With the ubiquitous e-mail, traditional mail is

frequently overlooked. However, many staff may either not be computer literate or

have access to such facilities or the same may be true of their home and thus mail

should still be considered important.




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Wildlife Management Areas and National Parks

For those lodges that are in the National Parks, the Wildlife Department may visit

you once a month to check figures from the Wildlife register that they might ask

you to fill in.

Make sure to offer them a drink or some food and help them wherever you can.

Their visits also act as inspections, to see that your lodge is adhering to any specific

rules.

In wildlife management areas, inspectors may occasionally come through to see

how you are operating and that you are not abusing the area that you are in and

traversing.





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Wildlife register

This is a register that is principally completed by the lodge field guides. This does not

replace the “sightings book” or sighting map that is completed by guests as well as

field guides. Species to record include the iconic and rare species, together with the

date seen and general location.

Species to record include:

Black rhino

Buffalo

Cheetah

Elephant

Leopard

Lichtenstein’s hartebeest

Lion

Roan antelope

Sable antelope

Spotted Hyaena

White rhino

Wild dog

Other rare or especially endemic species





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Guest register

Only for full paying guests and only for arriving guests (in other words, only recorded

once, on the day they arrive in camp).

Record the following details:

The actual date of arrival

Number of guests in the party

How many nights they are staying

Mode of arrival (aircraft or driven)

Breakdown of Nationality





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Month-end duties

Curio stocktakes: To be done at each month-end and reports sent head office.

Food and housekeeping stocktake: To be done in excel and reports sent to head

office.

Bar stocktake: To be done in excel and reports sent to head office.

Intercamp transfers in excel: Of food, beverage, consumables, equipment,

bedding etc.

Fuel stocktakes: Usage to be sent to head office.

Medical stocktakes and orders

Invoicing for transfers





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Salary requests: To be sent to head office on the 15th of the month.

Lodge statistics

Bar accounts

Bar costs: During game drives, house wine at dinner, complimentary drinks and

entertainment.

Banking

Staff accounts: Statements sent to the staff and head office.

Minutes of meetings: Copies to be sent to your lodge manager.

Orders: Stationery, medical and maintenance.

Managing directors report: A general report of happenings in your camp as well

as game sightings for the month.


Component # 2 Administrative Duties - WildlifeCampus · 2020-05-21 · – WildlifeCampus – Game...

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