Security guards are crucial in safeguarding people, assets, and business activities. Through such activities as monitoring entrances, patrolling, and reporting any suspicious activities, the work of security guards prevents any security breaches. However, securing business premises involves more than just monitoring or checking persons entering the premises.
The security guards have to be aware of their duties, understand the site instructions, and know how to react to anything that might go wrong.
Knowledge of the security guard responsibilities is vital for business organizations in selecting security personnel and developing proper procedures.
It is important for the business organization to understand what the duty of a security guard will be whether working in an office, factory, housing complex, hospital, school, or commercial premises.
This paper provides information about the main duties of a security guard.
What Is a Security Guard?
A security guard is a trained professional whose job involves ensuring protection from security threats to persons, property, and premises. Some of their responsibilities could be watching access points, monitoring activities, recognizing threats, implementing the policies of the premises, and reporting to superiors or the concerned authority.
The nature of their job depends on the place where they are operating. The security guard who works at a residential gate may have to check visitors and movements of vehicles, whereas the guard stationed at a warehouse may keep an eye on loading zones, entries and exits and conduct perimeter rounds.
Security guards in Pakistan can work with private security firms, corporate offices, educational institutions, hospitals, factories, shopping complexes, and residential societies. Whatever the location, they need to be vigilant and professional.
Security Guard Responsibilities: Core Duties Every Guard Should Know
The security guard duties and responsibilities assigned to an individual depend on the site, shift, and potential risks. However, several core duties apply to most security assignments.
Following Post Orders and Site Instructions
Post orders are instructions that spell out the way that the job of a security officer is supposed to be done at the post they are assigned to.
The security guard should make sure that he or she understands such instructions well before commencing an assignment. In case of doubts about something, they should ask a question rather than making assumptions.
- Post orders are usually concerned with such issues as:
- Duties performed and post responsibilities;
- Procedure of visitor entry and departure;
- Patrolling and inspections;
- Procedure of key control, access and use of security equipment;
- Procedures for reporting suspicious activities;
- Emergency numbers and procedures; and
- Procedural aspects of shift turnover and log-keeping.
A sample of post orders would include instructions like requiring a guard to check employee identity credentials and verify authorization forms for deliveries. Doing things regularly helps to avoid unauthorized access and forgetting important checks.
Post orders should be revised and brought up-to-date in case of changes in site circumstances and security arrangements.
Controlling Access to the Premises
Access control is among the main functions of the security guard profession. This process ensures that authorized persons can get inside of some protected buildings, workplaces, and residential complexes.
- As part of the guard’s duties, he/she will need to:
- Verify employee ID cards and guest credentials
- Record guest name, time of entry, and destination address
- Verify appointment or get confirmation from relevant department
- Issue a guest pass and inform them about all rules of the premises
- Check the vehicle access and delivery documentation
- Prevent any unauthorized attempts to enter the restricted zones
- Report any violations of security regulations.
It is necessary for the guard to follow the procedure of access control no matter what the guest’s position or contacts are. He/she also has to protect the privacy of the guest and not share any confidential data.
In crowded entrance areas, communication skills become especially important.
Conducting Regular Security Patrols
Patrols enable the guards to examine areas that may not be visible from the fixed security post. It will assist in identifying any abnormal activity, faulty equipment, safety hazards, and any signs of unauthorised access.
The timing and routes of patrols must be in line with the security plan of the facility and post orders. Guards will patrol either on foot or in an authorised vehicle depending on the environment.
- During the patrols, the guards must examine the following:
- Doors, gates, windows and perimeter boundaries
- Fences, locks and access control points
- Parking areas, loading docks and storage facilities
- Corridors, staircases and other common areas
- Lighting, alarms and visible security equipment
- Areas that are restricted and those at high risk
- Any sign of damage, tampering, water leakage, and fire hazards
Guards must document the completion of the patrols according to the procedures of the facility. In case of discovering an unlocked door, a broken fence, and an unfamiliar individual within the restricted area, they must evaluate the situation from a safe distance and notify the relevant supervisor.
Patrols must be meaningful and not just a meaningless exercise.
Monitoring CCTV and Security Equipment
Most security-related tasks involve the following items: CCTV cameras, alarm systems, access control devices, and communication equipment.
Such duties might include watching assigned video feeds, determining the proper functioning of all the equipment, reporting technical malfunctions, and acting according to the set procedures in case of alarms.
CCTV should serve as a tool to complement security efforts rather than substitute it. Some parts of the building or grounds are not monitored by the camera. In some cases, it is necessary to conduct a personal check or even ask another person for help.
It is also important for guards to respect privacy regulations and guidelines concerning the use of recorded footage. They should not misuse security equipment and spread any confidential information.
Identifying and Reporting Suspicious Activity
The security officer should be vigilant for situations which might show that there could be a security matter. It is not that the presence of strangers should automatically make them treat the stranger as being a security threat. They should look out for situations where the security officer has reason enough to be concerned.
Some of these can involve a person trying to gain entry without authorization, a car parked in a no-parking zone, or indications of forced entry, etc. There are situations when a security officer encounters something abnormal and they should:
- Watch the event without exposing themselves or other people to danger.
- Conform to post orders and contact the relevant authority.
- Maintain records of what occurred and any action taken.
Security guards should not make unjustifiable accusations against or confront someone who might pose a security danger to themselves.
Maintaining Accurate Security Records
Documentation is an integral aspect of effective security practice. Security documentation assists the supervisor in understanding what happened within the shift, recurring incidents, and whether required procedures were carried out.
In some sites, the guard can be tasked with maintaining:
- Visitor and vehicles’ registers
- Patrols logbook and checkpoints register
- Register of key and equipment turnovers
- Incidents and accidents reports
- Alarms and unusual activities register
- Shift handovers register
- Access rejection and violation reports
Entries must be objective, clear, and made timely whenever possible. The guard must document the respective date, time, place, observation, and actions undertaken according to site-specific requirements.
They should not invent information, manipulate records to cover their mistakes or express their views in terms of facts.
Security Guard Job Description: Daily Tasks and Shift Responsibilities
A security guard job description outlines the duties, expectations, and reporting arrangements associated with a particular position. Although responsibilities vary between sites, a typical shift follows a structured routine.
Before Starting the Shift
The guard must arrive on time, wear the proper uniform, and ensure that all the equipment provided to him is operational. He must receive a handover from the departing guard and go through any open cases and updates in the post orders.
Handover includes information on malfunctioning equipment, deliveries, restricted zones, access problems, and management instructions.
During the Shift
The guard does the allocated tasks that may involve access control, CCTV monitoring, patrolling, helping visitors, and alarm response. They need to stay alert, report to the supervisor when needed, and fill out records during the entire shift.
The guards have to adhere to the site’s policy on breaks, mobile phone usage, professional behavior, and management of confidential information. They should not leave the allocated post without proper authorization or handover.
At the End of the Shift
Prior to departing, the guard is expected to finish the log entries, raise any issues that are still pending, and relay the information to the guard coming on duty.
The information that needs to be relayed includes pending issues, equipment malfunctions, abnormal events, and any pending instructions.
Duties of Security Guard Personnel During Emergencies
The security guards might be some of the first people to identify any kind of emergency. It is their job to identify the problem, follow the correct procedure, and convey important information.
It all depends on the kind of emergency and the training of the security guard.
Fire and Evacuation
In case of a fire outbreak or suspicion of any such occurrence, security personnel are expected to trigger the corresponding alarm or alert the emergency response team in accordance with the facility’s protocol.
They can assist in directing people to the exits or ensuring that the emergency access points are clear, but they should not engage in firefighting activities beyond their capabilities.
Medical Emergencies
In case of serious illness or injury, guards should call for the appropriate emergency services and act according to their training. They could assist in guiding emergency services to the right place, clearing access routes, and offering first aid where possible.
Unauthorised Entry or Suspected Theft
When a person tries to access a restricted area or when there is an alarm about any theft, the security guard should be aware of access control and incident procedures and needs to report to the supervisor and preserve records.
All interventions should not exceed the legal limit of actions for the guard.
Threats, Violence or Other Serious Incidents
In case there is any danger to the safety of people at the scene of the crime, the guards are expected to sound the alarm, get into a safe position if possible, and execute the emergency communication procedures.
Once the immediate problem has been dealt with, they are expected to document what happened and assist in any investigation carried out.
Security Incident Reporting: What Should a Guard Include?
The purpose of an incident report is to make clear what has occurred and then what action needs to be taken. The most effective report will describe the incident without making any assumptions and without adding extra information.
The main points that must be included in a security incident report are:
- Date and time: Date and time when the incident occurred or was discovered.
- Location: Specific location of the incident.
- Persons involved: Names or descriptions of persons involved, if known.
- Observations: What the guard observed directly.
- Actions taken: What actions were taken to handle the incident.
- Notifications: Supervisors and other persons notified.
- Evidence: Any evidence including CCTV, photographs and records.
- Outcome: What happened afterwards and if more action is needed.
For instance, rather than saying, “A suspect individual attempted to steal an object,” a guard could write, “At 9:20 pm, one individual made entry into the restricted storage area without authorization. The guard asked the individual to leave the area, informing the shift supervisor. CCTV camera coverage of the entrance area was noted.”
The second statement is an observation of facts rather than a conjecture stated as a fact.
Reports must be filed within the time period determined by the employer. Urgent matters might need a verbal report followed by a written one.
Professional Conduct and Skills Every Security Guard Needs
Effective security duty performance needs much more than just presence. Security guards need to have the ability to make judgments, communicate, and be disciplined enough to perform their routine duties and deal with unexpected situations.
The following are some of the characteristics of good security guards:
- Alertness: Being able to detect unusual occurrences and changes in the environment.
- Communication: Communicating clearly and reporting any problem that may arise.
- Integrity: Taking care of documents, property, and sensitive information.
- Punctuality: Being punctual and observing shift schedules.
- Observation: Observing carefully and not making any assumptions.
- Decisiveness: Making decisions even when under pressure.
- Teamwork: Working together with other guards and with the supervisors and other emergency officers.
Being aware of the extent of their powers is important for security guards. Their main objective is to secure people and property in a professional manner.
How Employers Can Ensure Security Guards Perform Their Duties Properly
Both employers and security service providers have the duty of ensuring the proper functioning of security services. Proper instructions, adequate training, and constant supervision will make guards perform their duties in an effective manner.
Organizations must put in place post orders in writing, inform the guards about the risks in the area, and ensure that they understand their duties prior to assigning them. Supervisors must conduct inspections, examine reports, inspect equipment, and give feedback in case of failure to adhere to procedures.
Refresher training can assist the guards to retain their proficiency in access control, emergency response, communication and incident documentation. Employers must also supply the guards with adequate equipment, practical shifts and clear escalation procedures.
The performance of guards must be evaluated in terms of the quality of the security job done and not just in terms of the number of patrols carried out. Performance measures may include good record keeping, adherence to post orders, report making, equipment inspection, and incident response.
An effectively managed security guard team consists of skilled workers, procedures, and supervision.
Final Thoughts
Good security is contingent on guards who know what their job description entails and follow through with their duties.
Be it compliance with post orders, access control points, carrying out patrols, and writing incident reports, everything is geared toward securing the entire organization.
When it comes to businesses, choosing an appropriate security firm is just the beginning. Instructions should be followed correctly, along with proper supervision for improved results.
Through this approach, organizations can keep their staff safe from harm.
