📱 Mobile Phone Office Procedure

for Office Volunteers at the Welcome Desk

🔑 On Arrival

  1. Access the key safe
    1.1. Press the ‘C’ (clear) button to reset the keypad.
    1.2. Enter the code (provided confidentially by the Office Manager).
    1.3. Turn the knob clockwise to open the key safe.
    1.4. Take out the desk drawer key.
    1.5. Close the lid and turn the knob counter-clockwise to lock the safe again.
  2. Unlock the desk drawer using the key.
  3. Remove the phone from the drawer.
    • The office phone is a Google Pixel 6 Pro (Android).
    • It will normally be stored on charge — this is safe and recommended.
    • Unplug the charging cable before use.
  4. (Optional) If you prefer to use the headset, plug it in and fit a fresh earpiece cover from the container provided.

☎️ Using the Mobile Phone

  • The phone is fitted with a protective case and lanyard — please use both to reduce the risk of damage or loss.
  • It is configured as a managed “child” device to protect against accidental changes:
    • Location tracking cannot be turned off (this helps recover the phone if lost).
    • App installations require approval, but reasonable requests will be allowed.
    • There are no content restrictions.

🔘 Navigation

The phone uses 3-button navigation (bottom of the screen):

  • ⬜ Square (Overview) – shows recently used apps
  • ⚪ Circle (Home) – returns to the home screen
  • ◀️ Triangle (Back) – goes back one step

📞 Making and Receiving Calls

  • Use the Phone app as usual.
  • Voicemail / Message Bank: dial 101.
  • When answering, identify yourself as: “U3A Box Hill, this is [your name]. How can I help you?”

💬 Sending and Receiving SMS

  • Use the Google Messages app.
  • You can send and receive text (SMS) messages, including from hearing-impaired members.
  • Keep messages polite, brief, and factual.

👥 Contacts

  • You may add committee members, tutors, or volunteers to the contact list.
  • Always ask permission first before saving a personal number.
  • Try to use descriptive names (e.g. “Valerie B – President” or “John S – IT Support”).

🔋 Battery and Charging

  • The phone’s battery management allows it to remain plugged in long-term without harm.
  • When battery is low, plug the charger into the USB-C port at the base.

🔒 On Departure

  1. Unplug the headset, if used.
  2. Place the phone in the drawer and reconnect it to the charger.
  3. Confirm charging: the screen or small LED icon will show a charging symbol (⚡).
  4. Ensure the power point for the charger is switched ON.
  5. Lock the drawer securely.
  6. Return the key to the key safe:
    6.1. Press ‘C’, enter the code, and turn the knob clockwise.
    6.2. Place the key inside.
    6.3. Close the lid and turn the knob counter-clockwise to lock.

ℹ️ Additional Notes

Report any issues, lost messages, or unusual calls to the Office Manager or IT Support.

The old office phone will remain active through Term 4 but will be phased out afterward.

The new number 0488 233 221 can receive both calls and text messages, improving accessibility — especially for hearing-impaired members.

If the phone appears frozen or unresponsive, hold the power button for about 10 seconds to restart it.