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
* Extensive employee discounts
* Training and development opportunities
This role will primarily work Monday to Friday during core business hours.
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 record keeping 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.
Person Specification
* 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 Leonard's 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 Hospice's 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.
Other Requirements
* Be prepared to assist with Hospice fundraising activities
* Ability to be sensitive and empathetic
* Ability to communicate at all levels within the Hospice
* Digitally literate
* Knowledge of Microsoft applications (Word, Excel, PowerPoint, Outlook)
* 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
* Courteous and respectful of others
* Self-motivated
* Previous experience of working in a busy office environment in an administrative function
* Excellent organisational skills
* Excellent keyboard skills
* Able to manage own time
* Problem-solving skills using own judgement and initiative
* Experience of managing and maintaining office systems
* Previous experience of working in a retail environment
* Experience of Gift Aid and its processes
Employer name
St Leonard's Hospice
Address
Retail Head Office, St Leonard's Hospice
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