JOB DESCRIPTION
1. JOB DETAILS
Job Title:
Retail Administrator
Hours:
20 hours per week (10.00am – 2.00pm, Monday – Friday)
Unit/Department:
Retail
Location:
Rowcroft Retail Distribution Centre – Newton Abbot
Reports to:
Retail Business Analyst
Tenure:
Permanent
Salary:
Band 3
2. JOB PURPOSE
The post-holder will be responsible for providing administrative and organisational
support to the retail management team:
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Retail Business Analyst
Retail Operations Manager
Distribution & Logistics Manager
3. DIMENSIONS
Budget:
No budgetary responsibilities
Staff:
No staff responsibilities
4. PRIMARY DUTIES AND RESPONSIBILITIES

To provide efficient and effective administration and organisational support
to the Retail Management team, to include:
-

Typing of general correspondence
Producing posters – Shop and Distribution awareness posters
Filing, photocopying, posting
Processing invoices/internal requisitions/checking expenses & mileage
claims
Liaising with Shop Managers and Retail Operations Manager with regards
to upcoming retail events
Taking messages and relaying to relevant person
To manage the diary of the Retail Operations Manager ensuring optimum use
of her time to include:
-
Scheduling of formal 1:1s with all shop managers
Scheduling annual performance development reviews
Ad-hoc shop visits

To be responsible for ensuring that all retail sickness absence is recorded
and reported accordingly to the HR Department

To organise basic induction programme for new members of Retail staff.

To organise and co-ordinate the Retail Managers quarterly team meetings to
include:
-

Booking of room
Ordering of refreshments
Preparation and circulation of agenda
Taking and producing minutes of meeting
To be responsible for maintaining the central distribution system for the
purchasing of cleaning materials and refreshments for all shop staff and
volunteers including:
-
Ordering, maintaining and processing all paperwork
Liaising with shop managers and logistics team to distribute stock

To implement and keep accurate records including Health & Safety, Food
Hygiene, updates of PAT testing etc.

To provide cover for the Logistics Assistant during times of annual leave or
sickness for taking customer collection calls, providing excellent customer
care at all times, to include:

To assist in the management of the Retail Gift Aid system:
-

Producing letters for claim
Co-ordinating of postage
Liaising with customers and returns
Updating the Gift Aid database with donor changes
To assist in the administration of the Customer Loyalty Scheme including:
-

Scheduling collections
Recording appropriate donor data
Liaising with Logistics team
Processing and maintaining paperwork
Producing letters
Vouchers distribution
General administration
In liaison with the Voluntary Services Co-ordinator, co-ordinate the Retail
volunteer application process including:
-
Processing volunteer applications
Recording volunteer hours
Requesting references
Processing all other relevant paperwork

To be responsible for the management and co-ordination of the Donation
Station initiative, liaising with all corporate connections and customers.

To attend H&S Training and All other mandatory training

To ensure personal development and skill levels are expanded
5. COMMUNICATIONS AND WORKING RELATIONSHIPS
Internal
The post will be in regular contact with:
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Retail Management Team
Distribution Team
Voluntary Services Co-ordinator
All hospice shop staff and volunteers
All hospice departments
Suppliers of goods
External




Members of the public
Association of Charity Shops
Suppliers
Contractors
6. MOST CHALLENGING PART OF THE JOB
Communications with bereaved members of the public wishing to donate goods
to Rowcroft.
7. AUDIT CLAUSE
All members of staff are expected to participate in audit assessments as
appropriate.
8. PERSON SPECIFICATION
9.
ATTRIBUTES
Qualifications, special
training and general
intelligence
Knowledge and skills









Special experience


Personal requirements
e.g. communication,
interpersonal


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Other requirements,
e.g. rota requirements
August 2015

ESSENTIAL
Educated to NVQ level 3 or 
equivalent including Maths and
English GSCE
Excellent IT skills – MS Word and 
Excel.
Proficient in the use of internet
and email systems.
Excellent communication skills,
both written and verbal.
Ability to establish positive
working relationships.
Ability to manage and prioritise
work load.
Excellent organisational skills.
Ability to work with discretion,
sensitivity and maintain
confidentiality
Have a high standard of
presentation and accuracy of
work.
Previous secretarial,

organisational and
administrative experience

To work effectively under
pressure whilst dealing with
conflicting priorities.
Excellent listening skills
Enjoy working in a team
Excellent interpersonal skills
Self motivated and able to use
own initiative
Good health and attendance
record
Demonstrate ability to be
flexible and respond positively
to change.
Ability and willingness to travel
in and around the area.
DESIRABLE
Secretarial qualification
Working knowledge and
understanding of retail
Previous experience of
working with volunteers
Previous experience of
dealing with sensitive
conversations