Job summary
We are recruiting for an experienced part-time Retail Admin Assistant to join the Hospice's Retail Support Team on a 12-month fixed term contract.
As Retail Admin Assistant, you will support the Retail Management Team in the day-to-day running of the Retail Support Office.
Main duties of the job
Duties will include:
- Being the first point of contact for incoming retail enquiries, ensuring they are fielded and dealt with in a timely manner by the appropriate person.
- Take responsibility for the booking of collections of donated goods.
- Assist in the administration of Retail Gift Aid.
- Oversee and supervise any volunteers within the Retail Office.
Our ideal candidate will:
- Have previous experience of working in a busy office environment
- Be highly organised and capable of prioritising their workload
- Be an effective communicator
- Be able to work as part of a multidisciplinary team
What we can offer you in return:
- Generous annual leave entitlement of up to 41 days
- Attractive pension schemes
- Extensive employee discounts
- Training and development opportunities
This role will primarily work Monday Friday during core business hours.
About us
Our mission is to provide excellent care and support to those living with life-limiting illness and to the people they care about, to enrich their lives and to contribute to the ongoing development of end-of-life care. We do this by placing our patients at the centre of everything we do, and through involving patients and their families in all decisions regarding their care.
We can only achieve this with the help of our amazing colleagues, by developing and recognising their contribution, and by sharing our knowledge and skills through education, audit and research.
Job description
Job responsibilities
Support the Retail
Management team in the day-to-day running of the Retail Support Office
including:
- Assist in the administration of the retail
operation ensuring accurate recordkeeping and compliance with Hospice policies
and procedures.
- Be the first point of contact for anyone
contacting the Retail Support Office.
- Work as part of the Retail Support Office
team, including supporting and managing a team of volunteers.
- Assist in optimising the income from the
retail operation.
Main
duties and responsibilities
Professional
- Be the first point of contact for incoming retail
enquiries by telephone, email, post and in-person, ensuring enquiries are
fielded and dealt with in a timely manner by the appropriate person.
- Assist in the
administration of the Retail Gift Aid process and maintain accurate records
within the Retail Gift Aid donor database.
- Support all St
Leonards Hospice shops, working with the Head of Retail, Retail Development Manager
and Shop Managers to ensure sales are maximised.
- Work with the retail
team in the organisation of events, fairs, stalls, temporary shops or special
themed windows.
- Take responsibility
for the booking of collections of donated goods into the drivers diary, and
where appropriate encourage donors to sign up to Gift Aid.
- Oversee and
supervise any volunteers recruited to work within the Retail Office.
- Assist in the
administration of the volunteer induction process and liaise with the Volunteer
Services department to maintain accurate records.
- Provide first line
support to shop managers and bank shop managers with any customer or
administrative queries.
- Assist with room
bookings and organisation of Retail team meetings, including taking and
distributing minutes.
- Accurately record
compliments and complaints in line with Hospice policy.
- Ensure records kept
in the retail office are up to date by regularly reviewing information and
updating where necessary.
- Ensure accurate
record-keeping within the retail office in line with GDPR and the Hospices
retention policy and maintain the Retail Office archive.
- Order shop and office consumables and maintain stock
levels, ensuring POs and finance compliance.
- Distribute printed
and email materials to shop staff.
Job description
Job responsibilities
Support the Retail
Management team in the day-to-day running of the Retail Support Office
including:
- Assist in the administration of the retail
operation ensuring accurate recordkeeping and compliance with Hospice policies
and procedures.
- Be the first point of contact for anyone
contacting the Retail Support Office.
- Work as part of the Retail Support Office
team, including supporting and managing a team of volunteers.
- Assist in optimising the income from the
retail operation.
Main
duties and responsibilities
Professional
- Be the first point of contact for incoming retail
enquiries by telephone, email, post and in-person, ensuring enquiries are
fielded and dealt with in a timely manner by the appropriate person.
- Assist in the
administration of the Retail Gift Aid process and maintain accurate records
within the Retail Gift Aid donor database.
- Support all St
Leonards Hospice shops, working with the Head of Retail, Retail Development Manager
and Shop Managers to ensure sales are maximised.
- Work with the retail
team in the organisation of events, fairs, stalls, temporary shops or special
themed windows.
- Take responsibility
for the booking of collections of donated goods into the drivers diary, and
where appropriate encourage donors to sign up to Gift Aid.
- Oversee and
supervise any volunteers recruited to work within the Retail Office.
- Assist in the
administration of the volunteer induction process and liaise with the Volunteer
Services department to maintain accurate records.
- Provide first line
support to shop managers and bank shop managers with any customer or
administrative queries.
- Assist with room
bookings and organisation of Retail team meetings, including taking and
distributing minutes.
- Accurately record
compliments and complaints in line with Hospice policy.
- Ensure records kept
in the retail office are up to date by regularly reviewing information and
updating where necessary.
- Ensure accurate
record-keeping within the retail office in line with GDPR and the Hospices
retention policy and maintain the Retail Office archive.
- Order shop and office consumables and maintain stock
levels, ensuring POs and finance compliance.
- Distribute printed
and email materials to shop staff.
Person Specification
Other
Essential
- Be prepared to assist with Hospice fundraising activities
Communication
Essential
- Proven interpersonal skills
- Ability to be sensitive and empathetic
- Ability to communicate at all levels within the Hospice
IT
Essential
- Digitally literate
- Knowledge of Microsoft applications (Word, Excel, Powerpoint, Outlook)
Personal
Essential
- Be accurate and methodical
- Work confidentially and with discretion
- Able to work effectively in a multi-disciplinary team
- Ability to work under pressure and handle conflicting demands efficiently and in a professional manner
- Flexible to the changing needs of the post and willingness to take on additional tasks
- Professional image
- Enthusiasm
- Courteous and respectful of others
- Self-motivated
Experience
Essential
- Previous experience of working in a busy office environment in an administrative function
- Excellent organisational skills
- Excellent keyboard skills
- Excellent customer service
- Attention to detail
- Able to manage own time
- Problem solving skills using own judgement and initiative
Desirable
- Note-taking skills
- Experience of managing and maintaining office systems
- Previous experience of working in a retail environment
- Experience of Gift Aid and its processes
Person Specification
Other
Essential
- Be prepared to assist with Hospice fundraising activities
Communication
Essential
- Proven interpersonal skills
- Ability to be sensitive and empathetic
- Ability to communicate at all levels within the Hospice
IT
Essential
- Digitally literate
- Knowledge of Microsoft applications (Word, Excel, Powerpoint, Outlook)
Personal
Essential
- Be accurate and methodical
- Work confidentially and with discretion
- Able to work effectively in a multi-disciplinary team
- Ability to work under pressure and handle conflicting demands efficiently and in a professional manner
- Flexible to the changing needs of the post and willingness to take on additional tasks
- Professional image
- Enthusiasm
- Courteous and respectful of others
- Self-motivated
Experience
Essential
- Previous experience of working in a busy office environment in an administrative function
- Excellent organisational skills
- Excellent keyboard skills
- Excellent customer service
- Attention to detail
- Able to manage own time
- Problem solving skills using own judgement and initiative
Desirable
- Note-taking skills
- Experience of managing and maintaining office systems
- Previous experience of working in a retail environment
- Experience of Gift Aid and its processes
