component # 2 administrative duties - wildlifecampus · 2020-05-21 · – wildlifecampus – game...
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– WildlifeCampus – Game Lodge Management Course
This course material is the copyrighted intellectual property of WildlifeCampus. It may not be copied, distributed or
reproduced in any format whatsoever without the express written permission of WildlifeCampus
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
– WildlifeCampus – Game Lodge Management Course
This course material is the copyrighted intellectual property of WildlifeCampus. It may not be copied, distributed or
reproduced in any format whatsoever without the express written permission of WildlifeCampus
2
Administrative Duties © Copyright
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
©Wilderness Safaris
– WildlifeCampus – Game Lodge Management Course
This course material is the copyrighted intellectual property of WildlifeCampus. It may not be copied, distributed or
reproduced in any format whatsoever without the express written permission of WildlifeCampus
3
Administrative Duties © Copyright
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.
©Wilderness Safaris
– WildlifeCampus – Game Lodge Management Course
This course material is the copyrighted intellectual property of WildlifeCampus. It may not be copied, distributed or
reproduced in any format whatsoever without the express written permission of WildlifeCampus
4
Administrative Duties © Copyright
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.
©Wilderness Safaris
– WildlifeCampus – Game Lodge Management Course
This course material is the copyrighted intellectual property of WildlifeCampus. It may not be copied, distributed or
reproduced in any format whatsoever without the express written permission of WildlifeCampus
5
Administrative Duties © Copyright
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.
©Wilderness Safaris
– WildlifeCampus – Game Lodge Management Course
This course material is the copyrighted intellectual property of WildlifeCampus. It may not be copied, distributed or
reproduced in any format whatsoever without the express written permission of WildlifeCampus
6
Administrative Duties © Copyright
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.
©Wilderness Safaris
– WildlifeCampus – Game Lodge Management Course
This course material is the copyrighted intellectual property of WildlifeCampus. It may not be copied, distributed or
reproduced in any format whatsoever without the express written permission of WildlifeCampus
7
Administrative Duties © Copyright
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.
– WildlifeCampus – Game Lodge Management Course
This course material is the copyrighted intellectual property of WildlifeCampus. It may not be copied, distributed or
reproduced in any format whatsoever without the express written permission of WildlifeCampus
8
Administrative Duties © Copyright
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.
– WildlifeCampus – Game Lodge Management Course
This course material is the copyrighted intellectual property of WildlifeCampus. It may not be copied, distributed or
reproduced in any format whatsoever without the express written permission of WildlifeCampus
9
Administrative Duties © Copyright
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.
©Wilderness Safaris
– WildlifeCampus – Game Lodge Management Course
This course material is the copyrighted intellectual property of WildlifeCampus. It may not be copied, distributed or
reproduced in any format whatsoever without the express written permission of WildlifeCampus
10
Administrative Duties © Copyright
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
©Wilderness Safaris
– WildlifeCampus – Game Lodge Management Course
This course material is the copyrighted intellectual property of WildlifeCampus. It may not be copied, distributed or
reproduced in any format whatsoever without the express written permission of WildlifeCampus
11
Administrative Duties © Copyright
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
©Wilderness Safaris
– WildlifeCampus – Game Lodge Management Course
This course material is the copyrighted intellectual property of WildlifeCampus. It may not be copied, distributed or
reproduced in any format whatsoever without the express written permission of WildlifeCampus
12
Administrative Duties © Copyright
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
©Wilderness Safaris
– WildlifeCampus – Game Lodge Management Course
This course material is the copyrighted intellectual property of WildlifeCampus. It may not be copied, distributed or
reproduced in any format whatsoever without the express written permission of WildlifeCampus
13
Administrative Duties © Copyright
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.
©Wilderness Safaris