Duties and Responsibilities of a Security Officer
To protect lives and properties.
To ensure the premise is safe and secure.
Importance of Knowing the Layout of the Premises and Facilities
To make facilitate easy and effective patrolling.
To respond quickly during an emergency.
Importance of Knowing the Location of Call Points and Fire Safety Equipment
Know where is the nearest call point to break for raising alarm quickly (as a warning) during a fire.
Know where to get the Fire Safety Equipment quickly in the event of a fire.
Importance of Emergency Contact List
Know what number and who to call inform in different situations.
Ensure that the right stakeholders are being notified to reduce reaction time.
Check In Using iRep App [Electronic Attendance]
Report for duty using the iRep App that will be pre-downloaded on your phone, which will capture your attendance electronically.
Please refer to the iRep Manual for detailed instructions on how to check in.
For sites with a physical Attendance Book, continue to sign in when reporting in addition to using iRep app.
Main Gate Duty - Procedures for Screening Visitor
Greet the visitor promptly.
i. Smile and pay compliments to the visitor.
ii. Stand up if seated.
iii. Greet all visitors and even VIPs in the same manner.
Ask visitor for the purpose of visit (which company and unit are they visiting for example).
i. Call the host to check if he/she is expecting a visitor and if consent is granted for the visitor to enter the premise.
ii. If intercom happens to be faulty, get the visitor to call the host and ask the same questions as above.
iii. The visitor shall not be granted entry if the personnel is not available or do not want to allow the visitor in.
iv. If necessary, escort visitor to the location until visitor meets up with the host.
If permission has been granted by the personnel, proceed to ‘Procedures for Recording in Visitors’ Registration Book / Vehicle Log Book'. Do not allow entry if permission has not been granted by the personnel.
Pay salutations when visitors leave, such as the following:
i. “Have a nice day.”
ii. “Thanks for visiting.”
If you observe any type of behaviour or action that is questionable and find the visitor to be a suspicious person, refer to SOP on Dealing with Suspicious Person, Vehicle or Activity for detailed procedures.
Unauthorised Entry Procedures
Refuse entry if they have no business in the premise.
Detain the visitor / Contractor if they refuse to listen.
Call for back up if available.
Inform Supervisor.
Call the Police.
Record in Occurrence Book.
Write an Incident Report.
Private Security Industry (Conduct) Regulations 2009
A licensed Security Officer must not permit any person who is not authorised to enter the premise he is guarding.
Any person who contravenes the above regulation shall be guilty of an offence and shall be liable on conviction to a fine not exceeding $10,000 or to imprisonment for a term not exceeding 2 years or to both.
Main Gate Duty - Recording in Visitors’ Registration Book
After obtaining permission to enter the premise, Security Personnel is to request for the visitor’s name and contact number to record down in the Visitors’ Registration Book, along with time and date of entry.
Thank them for their cooperation in providing the details.
Issue visitor pass to visitor and remind them to display it at all times.
Visitors who entered by foot are to be allowed entry into the premise upon completing the necessary documentation.
Main Gate Duty – Contractor / Delivery Entry Procedures
Greet the contractor promptly.
i. Smile and pay compliments to the visitor.
ii. Stand up if seated.
iii. Greet all visitors and even VIPs in the same manner.
Ask contractor for the purpose of visit.
i. Inspect documents such as Delivery Order, Work Order letter of appointment, etc.
ii. Contact the host to confirm appointment.
iii. Refuse entry if they have no business in the premise.
Take note the permitted working hours for contractors are as follow:
Monday to Friday – 0830hrs to 1730hrs
Saturday – 0830hrs to 1300hrs
Sunday and Public Holidays – Strictly Not Allowed
Make entry in Contractor / Vehicle Log book accordingly, recording the following information:
- Name, ID No, Pass No, Location of Work, Vehicle Registration Number
- Date and time of entry
Proceed to check contractor’s vehicle, equipment and tools for any suspicious and hazardous items, covering the following areas:
i. Boot
ii. Spare wheel compartment
iii. Tool box
iv. Containers within the vehicle
Use the undercarriage mirror to check under chassis.
Issue contractor pass to contractor and advise that he/she displays it at all times.
Issue contractor’s parking slip and provide the contractor with directions on where to park (the designated lots for contractors).
Provide escort if applicable.
i. If it’s a company policy.
ii. To witness the loading and unloading of goods to ensure that no
unwanted goods are left behind.
iii. Issue the lift paddings if applicable.
Life vehicle barrier to allow contractor into the premise.
Security personnel to conduct random check to ensure that the contractor and his/her workers are not loitering around the premise.
Main Gate Duty - Contractor / Delivery Exit Procedures
Check with the nearest security officer to inspect area so as to ascertain:
i. Nothing is left behind.
ii. No unwanted goods or suspicious items remain behind.
iii. The area is cleaned.
Once the area has been verified to be in good order, collect contractor pass from the contractor.
Check the contractor’s vehicle for unauthorised removal of company’s property.
If cleared, lift the barrier and allow contract to exit the premise.
Key Control Procedures - Recording in Key Control Log
Key press must be kept locked at all times when not in use.
When taking over duty, check that all keys are accounted for by verifying with the key issue book for keys drawn.
Report to supervisor if there are any irregularities.
If someone requests to draw out the key, verify that the drawer is an authorized person (by checking against the authorized key list on the key press).
If the key drawer is some authorised personnel, request for the drawer to sign out the keys personally before issuing the key.
Record the transaction in the Key Issue Form.
Check that all keys are accounted for when returned and update Key Control Log accordingly.
Vehicle Control Duty –Recording in Vehicle Log Book and Issuing Parking Slip
Greet the visitor promptly.
i. Smile and pay compliments to the visitor.
ii. Stand up if seated.
iii. Greet all visitors and even VIPs in the same manner.
Ask visitor for the purpose of visit (which company and unit are they visiting).
a. Call the personnel to check if he/she is expecting a visitor and if consent is granted for the visitor to enter the premise.
b. If intercom happens to be faulty, get the visitor to call the personnel and ask the same questions as above.
c. The visitor shall not be granted entry if the personnel is not available or do not want to allow the visitor in.
After obtaining permission to enter the premise, Security Personnel is to request for the visitor’s name and contact number to record down in the Visitors’ Registration Book.
Proceed to check visitor’s car for any suspicious item, covering the following areas:
a. Boot
b. Spare wheel compartment
c. Tool box
d. Containers within the vehicle
Use the undercarriage mirror to check under chassis.
After checking the vehicle, take down the name, contact number and car plate number to record in the vehicle logbook and visitor parking slip.
Take down the time and date of entry in the Visitor / Vehicle Log Book.
Thank them for their cooperation in providing the details.
Issue visitor pass to visitor and remind them to display it at all times.
Issue visitor’s parking slip to visitors visiting in a vehicle and inform them to display it on their dashboard at all times.
Provide the visitor with directions on where to park (the designated lots for visitors).
Lift the barrier and allow the visitor into the premise.
If you observe any type of behaviour or action that is questionable and find the motorist to be a suspicious person, or if you observe signs of a suspicious vehicle, refer to SOP on Dealing with Suspicious Person, Vehicle or Activity for detailed procedures.
* Security Personnel to ensure that any waiting at the driveway at / near the main lobby is kept to a maximum of 10 minutes.
Familiarize yourself with the barrier controls.
Practice the barrier operation procedures with an experienced security officer (taking note of the timing for lift and descent so as not to hit the motorist or pedestrians).
Normally, the green button is for lifting the barrier and the red button is for descending.
Barrier Operation Procedures
Barrier Faulty Procedures
Collect Barrier Panel Key from the key press and sign out the keys in the Key Issue Book.
Open the barrier panel and manually raise the barrier arm until it is fully vertical and locked in place.
Call Control:
a. To inform Supervisor and Management.
b. Request Maintenance to repair or contact service provider
Direct traffic until barrier is repaired.
Record in the Occurrence Book.
Write an Incident Report.
Reception Duty - At Entrance of Premise
Greet the visitor promptly.
i. Smile and pay compliments to the visitor.
ii. Stand up if seated.
iii. Greet all visitors and even VIPs in the same manner.
Ask visitor for the purpose of visit (which company and unit are they visiting).
i. Call the personnel to check if he/she is expecting a visitor and if consent is granted for the visitor to enter the premise.
ii. If intercom happens to be faulty, get the visitor to call the personnel and ask the same questions as above.
iii. The visitor shall not be granted entry if the personnel is not available or do not want to allow the visitor in.
iv. If necessary, escort visitor to the location until visitor meets up with the host.
If permission has been granted by the personnel, proceed to ‘Procedures for Recording in Visitors’ Registration Book / Vehicle Log Book'.
Pay salutations when visitors leave, such as “Have a nice day” and “Thanks for visiting.”
If you observe any type of behaviour or action that is questionable and find the visitor to be a suspicious person, refer to SOP on Dealing with Suspicious Person, Vehicle or Activity for detailed procedures.
Alarm Operation Procedures
Be familiar with the alarm arming and disarming procedures.
Be familiar with the alarm indicator panel
a. Understand where all alarm points/zones and location of the arming panels.
b. Understand how to respond to alarms according to SOP.
Be familiar with the coordination procedures with Decam.
Alarm Faulty Procedures
Inform supervisor and Management (provide the location/zone)
Request Maintenance or service provider to repair fault.
Monitor location until alarm is repaired:
a. CCTV
b. Patrol
Record in the Occurrence Book.
Write an Incident Report.
Patrol Duty - Patrol Procedures
Prepare pocket book and pen for recording occurrences while on patrol.
- Draw lines on the pocket book and indicate the date, time, location, findings and action taken.
Refer to work (deployment) schedule for the day and ensure that you’re on time for patrol duty.
Collect and check equipment:
a. Conduct Walkie – Talkie radio check with Control
b. Check that clocking device (Guard Tour System) is working
c. Check that torchlight is working
Sign out equipment using the equipment sign out form.
Record in the Occurrence Book the date and time patrol duty commences.
Call control and inform that you are leaving for patrol.
Proceed for patrol duty. Follow only established patrol routes and the schedule accordingly.
Clock all designated points along the patrol route.
Look around and observe while conducting patrol to ensure everything is in order before clocking.
If you observe any signs of a suspicious parcel, refer to SOP on Dealing with Suspicious Person, Vehicle or Activity for detailed procedures.
If for any reason you’re unable to complete your patrol, you must inform
the supervisor and provide him with the reasons.
Upon returning from patrol, call control to report that you are back from patrol.
Recharge walkie- talkie if applicable.
Return all equipment and sign in the equipment sign out form.
Record in the Occurrence Book that you are back from patrol.
Transfer all findings from the Pocket Book into the Occurrence book.
Write incident reports for the respective incidents if applicable and submit to supervisor / management.
Patrol Duty – Using iRep App
Refer to work (deployment) schedule for the day and ensure that you’re on time for patrol duty.
Collect and check equipment:
a. Conduct Walkie – Talkie radio check with Control
b. Check that the iRep app is working
c. Check that torchlight is working
Sign out equipment using the equipment sign out form.
Record in the Occurrence Book the date and time patrol duty commences.
Call control and inform that you are leaving for patrol.
Proceed for patrol duty. Follow only established patrol routes and the schedule accordingly. Please refer to the iRep Manual on clocking for detailed instructions on how to use the app.
Clock all designated points along the patrol route.
Look around and observe while conducting patrol to ensure everything is in order before clocking. Document any findings (such as faulty light bulbs, damaged fence, etc) using the app.
If you observe any signs of a suspicious parcel, refer to SOP on Dealing with Suspicious Person, Vehicle or Activity for detailed procedures.
Use the iRep app to write an incident report if necessary. An emergency alert will be sent immediately to Control (for following up purposes) if the ‘Urgent’ checkbox is ticked.
If for any reason you’re unable to complete your patrol, you must inform the supervisor and provide him with the reasons.
Call control to report that you are back from patrol.
Return all equipment and sign in the equipment sign out form.
Record in the Occurrence Book that you are back from patrol.
Transfer all findings from the Pocket Book into the Occurrence book.
Write incident reports for the respective incidents if applicable and submit to supervisor / management.
Damages or Defects To Report During Patrol
Damages or Defects:
Damaged fencing
Faulty security lighting (e.g. Corridor lamp flickering or street light bulb blowy)
Sprinkler system leaks
Water hose reel leaks
Gas leaks
Faulty doors, roller shutters
Emergency signage’s lights faulty
Damaged barrier
Hazards:
Chemical / oil spillage
Ceiling collapse
Water pipe burst
Natural disasters (flood, fire, tremors)
Faulty electrical wiring
Leaked gas pipe
Electrical hazards such as wires on the floor
Procedures For Dealing With Faulty Lights
Identify defect and inform Control using the walkie-talkie.
a. Describe situation and provide location.
b. Inform Supervisor and Management.
c. Request for maintenance to repair the lights.
d. Update Control that you will be continuing your patrol.
Make an entry into pocket book.
After returning from your patrol duty, transfer the entry:
a. Record into Occurrence Book.
b. Write an Incident Report.
Procedures For Dealing With Collapsed Ceiling
Identify defect and inform Control using the walkie-talkie.
a. Describe situation and provide location.
b. Inform Supervisor and Management.
c. Request for maintenance to repair the ceiling.
d. Request for cordon tape and Danger / Keep Out sign.
Stand guard to prevent anyone from entering the danger area until the ceiling has been repaired.
When back up arrives with cordon tape, cordon the area at waist level and put up danger sign facing the public.
After the ceiling has been repaired,
a. Remove cordon tape and Danger / Keep Out sign.
b. Inform Control to report that the situation has normalized.
Make an entry into Pocket Book
After returning from your patrol duty, transfer the entry:
a. Record into Occurrence Book
b. Write an Incident Report
Procedures For Dealing With Leaking Water Hose Reel
Inform Control
a. Describe situation and provide location.
b. Inform Supervisor and Management.
c. Request for maintenance to repair the water hose.
d. Inform cleaner to clean affected area and place pail to collect
dripping water.
Stand guard to wait until the cleaner and maintenance arrive to ensure
that nobody walks into the affected area.
Update Control that you will be continuing your patrol when the cleaner and maintenance representative arrive.
Make an entry into Pocket Book
After returning from your patrol duty, transfer the entry:
a. Record into Occurrence Book
b. Write an Incident Report
Procedures For Monitoring Defects or Hazards
Inform Control that you would standby until the defect or hazards are
rectified.
Stand outside the cordon tape and make sure that no unauthorised person gets pass the cordon tape i.e. enter the danger area.
Monitor the rectification of the defect until the situation is normalised.
Make record in Pocket Book:
a. What happened? (What was discovered?
b. When did it happen? (Take note of the time of incident and time of completion when writing your report)
c. Where is the exact location?
d. Who was involved? (e.g. patrol officer, complainant, maintenance, cleaner, any injuries?)
e. How did it happen?
f. Why did it happen?
g. Is there any security implication due to the incident?
h. What action was taken? (Informing various parties, emergency services, request of resources, property damage, etc.)
i. Only record facts; do not give your opinion, if unsure, indicate ‘N/A’
After returning from your patrol duty, transfer the entry:
a. Record into Occurrence Book
b. Write an Incident Report
Submit Incident Report to Supervisor.
Promptly Report and Record Incidents of Employees who Infringe Employer or Client Instructions in the Incident Report
Examples of infringement of company’s rules such as the following:
Loss of staff pass.
Staff refusing to show or display pass.
Staff using pass belong to a third party.
Staff smoking in the ‘No Smoking Area’
Staff parking indiscriminately.
Staff bringing in contraband.
Enforcement procedures:
Record particulars of offender.
Inform Supervisor and Management.
Record in the Occurrence Book.
Write an Incident Report.
Importance of recognising management staff by face:
To be able to promptly report directly any infringement of the company rules and regulations to the appropriate management staff.
To establish a better working relationship / environment.
Check Out Using iRep App [Electronic Attendance]
At the end of your shift, sign out using the iRep App which will capture your check out time. Please refer to the iRep Manual for detailed instructions on how to use the app. For sites with a physical Attendance Book, continue to sign out when your shift ends (in addition to using iRep app).