Retail Assistant Administration Manager Recruitment Pack July 2018
July 2018 Re: Retail Assistant Administration Manager Dear Prospective Candidate Thank you for your interest in the position of Retail Assistant Administration Manager at Kent Union. We are a successful, vibrant and exciting organisation with a bright future ahead of us. We have achieved a great deal in the last few years, more than doubling in size to our current £11million turnover, 500 employees and 2,000+ volunteers. We were re-accredited with Investor in People Gold status in December 2014, and were accredited with Leaders in Diversity in 2013; we were the first student’s union in the UK to achieve Investing in Volunteers status and we have been included in the Sunday Times 100 Best Not-For-Profit Organisations to Work For, for 9 years, placed 38th for 2018. The role of Retail Assistant Administration Manager is an exciting one within our busy Retail Department. The post holder will be responsible for supporting the day to day operation of Kent Union’s Retail Department, based in the main store, Essentials. The post holders key duties will include the provision of orders and invoices from Retail suppliers, control of pricing, advertising promotions in store and to support the ongoing functions of our back office systems.
This pack should provide everything you need to support your application. It contains:
Job description Person specification Copy of full advert Summary conditions of appointment Summary governance and management arrangements Application and selection process and timetable
If you require further information, please contact Andrew Duffield, Head of Retail on 01227 823093 to discuss this opportunity further or visit http://www.kentunion.co.uk/careers/ I do hope you decide to apply for this position. Yours faithfully, Andrew Duffield Head of Retail
Job Description – Retail Assistant Administation Manager Department: Retail Reports to: Trading Manager Systems Direct reports: Retail HR Administration Assistant, Retail Finance Assistant, Retail Store Co-ordinator Role Purpose: To lead, coach and empower the team of career and student assistants to deliver an outstanding shopping experience for our customers Duties and Responsibilities Financial Responsibilities: 1. To coach direct reports and staff in financial management ensuring financial processes are adhered to at all times, maximising contribution for Kent Union. 2. To support the Retail Finance Assistant in investigating and resolving till discrepancies. 3. To ensure the effective scheduling of student staff, so that the store in sufficiently manned at all times, whilst achieving budgeted staff costs. 4. To oversee Attendance Management and implement procedures within Retail, liaising with the Retail Management team 5. To support and manage the Store Co-ordinator, to store goods securely and safely in the storeroom, preventing loss through damaged/out of date stock. 6. To support the Systems team in the completion of stock ordering and stock control routines such as stock counts. Responsibility for People 1. To provide leadership, direction, coaching and mentoring for direct reports and to set an example of being results focused and aiming to achieve excellence. 2. To give regular and constructive feedback, and ask for feedback from the team on how you are leading, managing and developing staff and act on it to improve performance. 3. Undertake performance reviews of direct reports, in line with Kent Union policy. 4. Oversee robust and on-going checks on human resources to ensure optimum staffing levels are maintained within the main Essentials shop. 5. Support in the recruitment processes involved in employing new student staff. Operational Management/ Decisions 1. To ensure the health and safety of staff, customers and suppliers, and specifically to undertake regular risk assessments and safety checks in line with the Union’s Health and Safety Policy. 2. To manage, provide leadership and coach the retail staff, in health and safety, conscious working practices, and to ensure an appropriate annual programme of health and safety training is in place. 3. Responsible for stock control management and incorporate known and unknown loss to minimise wastage through effective stock control management. 4. Maintain financial controls by efficient management of the EPOS system in accordance with Kent Unions financial procedures. Responsible for planning twice yearly stock takes.
5. To lead creation of a culture of excellent customer service, ensuring that customer’s expectations are exceeded whenever possible and that “FISH” customer service training is central to our service provision. 6. Support the Trading Manager (Operations) in the management of the till operation and for the control of cash/payment options, ensuring that all staff adhere to Kent Union financial procedures. 7. Responsible for all promotions, price ticketing and POS material displayed correctly, matching their descriptions, and reflecting promotional finish dates at all times. 8. Carry out other duties and activities as reasonable be required to support colleagues in achieving Kent Union’s Plan. Expected Behaviours 1. To attend training sessions, and appropriate meetings as and when required by Kent Union. 2. To contribute to the positive image of Kent Union with students, University and the local community. 3. To lead by example and demonstrate a full understanding of the organisations democratic structures. 4.To encourage and promote the highest standards of ethical and environmental behaviour ensuring that the Retail Department minimises its environmental impact and carbon footprint per full time employee. 5. To act as an ambassador for Kent Union and show loyalty to the organisation, abiding by the Union’s Constitution, policies and procedures at all times. 6. To undertake other tasks and responsibilities compatible with the level and nature of the post as required by the Director of Operations. This job description does not form part of the contract of employment.
Person Specification Essential requirements should be demonstrated before appointment and maintained in post. Desirable elements should be developed and maintained once in post as needed Qualifications Essential Desirable Tested at Tested at Interview application Generalist management qualification (e.g. X X Certificate or Diploma in Management Studies) First Aid certificate X X Health & safety management qualification X X (e.g. IOSH Certificate in Managing Safety) Experience Experience of managing a team of people X X X and motivating them to provide the highest standards of customer service Experience of working in a busy, customer X X X focused environment and managing competing priorities Experience of managing retail operations and X X X identifying customer needs and identifying new trends and opportunities Experience of stock management and can X X X demonstrate a clear understanding of how this can contribute to the financial sustainability of the organisation Experience of working with a range of IT X X X systems, in particular EPOS systems Knowledge A good knowledge of cost control and X X X maximising profitability in order to contribute to the financial sustainability of the organisation A good knowledge of stock management X X X systems and ability to maximise availability whilst minimising loss and stockholding A good knowledge of health and safety X X X legislation and best practice in the management of health and safety A good knowledge of licensing legislation and X X X how to operate retail premises legally and responsibly A good knowledge of the student movement X X X and how the retail department contributes to Kent Union’s charitable purpose
Skills and Abilities Ability to lead, coach and empower teams to deliver an outstanding shopping experience for our customers Sound judgement and ability to handle competing priorities and a challenging workload in a pressurized environment Skilled and committed user of IT, enabling efficiencies and improved service through the use of technology Excellent communication skills, with the ability to communicate clearly and concisely, in a positive way, choosing the most appropriate method of communication for the audience An effective and highly capable individual who is punctual, friendly and has a positive attitude, takes pride in own work and that of the team Values & Behaviors Evidence of commitment to continuing personal and professional development A firm commitment to equality of opportunity; an individual who values diversity, shows respect for all people and works well with people who have different ideas, perspectives and backgrounds A team player, who helps others to build a successful team, celebrates others’ successes and supports others to achieve individual and team goals A responsible individual who is committed to Kent Union’s values, will take steps to reduce the organisation’s impact upon the environment and support efforts to give something back to society. A strong commitment to working in a democratic and membership organisation
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Retail Assistant Administration Manager Annual Salary £19,758 per annum Generous Pension and benefits 37 days annual leave raising to 42 days after 5 years Thank you for your interest in the position of Retail Assistant Administration Manager at Kent Union. We are a successful, vibrant and exciting organisation with a bright future ahead of us. We have achieved a great deal in the last few years, more than doubling in size to our current £11 million turnover, 500 employees and 2,000+ volunteers. We were re-accredited with Investor in People Gold status in December 2014, and were accredited with Leaders in Diversity in 2013; we were the first student’s union in the UK to achieve Investing in Volunteers status and we have been included in the Sunday Times 100 Best Not-For-Profit Organisations to Work For, for 9 years, placed 38th for 2018. The role of Retail Assistant Administration Manager is an exciting one within our busy Retail Department. The post holder will be responsible for supporting the day to day operation of Kent Union’s Retail Department, based in the main store, Essentials. The post holders key duties will include the provision of orders and invoices from Retail suppliers, control of pricing, advertising promotions in store and to support the ongoing functions of our back office systems. For further information about this opportunity or to arrange a conversation with Andrew Duffield, Head of Retail, please contact our HR Department on 01227 823093. For an application pack, please visit http://www.kentunion.co.uk/careers.
Closing date for applications: 6 August 2018 - midday Interviews: 14/15 August 2018
Summary Conditions of Appointment Salary This post is at Grade 4 point 1 of Kent Union’s pay scale, with a salary of £19,758 per annum. Staff normally move up one incremental point annually, subject to performance.
Notice Period The notice period for this position is one-month. Annual Leave Entitlement The post holder is entitled to 23 days’ paid annual leave increasing by 1 day a year to a maximum of 28 days; 6 ‘customary’ days’ leave and 8 Bank holidays which is included in the salary offered. Pension The post holder is entitled to join the Superannuation Arrangements of the University of London (SAUL), CARE pension scheme with salary sacrifice, in which Kent Union contributes 16% and employees contribute 6% of salary. Alternatively, the post holder can join a personal pension scheme through Scottish Equitable, in which Kent Union contributes 6% and employees contribute 3% of salary. Hours of Work The contracted hours are 35 hours per week; additional hours where deemed necessary with occasional evenings or weekends. Work-Life Balance Kent Union is committed to facilitating a healthy work-life balance and has cutting edge flexible working policies, including extensive maternity, paternity and grand-parent leave; generous adoption and parental leave entitlement; facilities for sabbatical leave; the option to work from home on occasion and time off for volunteering. Equality of Opportunity Kent Union is committed to the principles of equality of opportunity and will endeavour to meet the needs of any candidate who fulfils the requirements of the person specification.
Summary Governance and Management Arrangements Our Belief We believe every student at the University of Kent should have the opportunity to try out new experiences, have fun, make new friends and be part of a community; we believe every student should have the opportunity to fulfil their potential in life, have a voice in society and make a difference. We believe that Kent Union is integral to empowering students to realise this belief. Our Mission We are a charity that supports students at the University of Kent; we:
Stand up for students Help them have the best time at Kent Prepare them for life after Kent
Our Values
Bold – we are brave and courageous; we stand up for students’ rights; we are innovative and we challenge the status quo
Inclusive - we welcome all people and appreciate their uniqueness; we are champions of equality and diversity
Supportive – we look out for people; we want students to succeed in life so we offer transformative experiences for them to get involved in; we ensure our staff have a healthy work-life balance
Legal Status Kent Union is an unincorporated association and a registered charity. The Union has a Board of Trustees, which is legally responsible for all aspects of the organisation. Democratic Structures Kent Union is a membership organisation; all students at the University of Kent are automatically members of Kent Union. The membership provides strategic and political direction through the Union’s democratic structures, including referenda, the Annual General Meeting, Union Council, four debating zones and seven elected Trustees. The Trustees The Trustees of Kent Union are the five ‘sabbatical officers’, four ‘external’ trustees and four ‘student’ trustees. The sabbatical officers and two of the student trustees are elected each year by and from the student membership of Kent Union. The sabbatical officers take a year out of their studies (or immediately after graduating) to serve as a trustee; they can stand for re-election for a second year if they choose, but can serve for no more than two years. Unlike the trustees of most registered charities, the sabbatical officers are paid a living allowance and work a normal working week. The four student trustees have all the responsibilities of being a trustee, but are still studying and fulfil their duties on a ‘part-time’ and voluntary basis. Two of the four student trustees are
elected by cross-campus ballot and take office on 1 July each year; the other two student trustees are selected via a recruitment process in the October of each year. Staff and Management Structure Kent Union employs approximately 500 staff to provide services for its members. Staff are of two types – approximately 360 student staff, who work whilst completing their studies at the University of Kent; and approximately 140 career staff – professionals who have made working at Kent Union part of their career. The Board of Trustees oversees the work of staff through the Chief Executive and Director Group, who in turn manage staff through the 15 senior managers, each of whom is responsible for one of the Union’s Departments or a strategic function. Application and Selection Process and Timetable Recruitment and Selection Timetable 6 August 2018 – Midday 7 August 2018 14/15 August 2018
Applications Close Shortlist meeting Interviews in Canterbury
Applications To apply please download and complete an application form from our recruitment website http://www.kentunion.co.uk/careers and email it, along with the Equal Opportunities Monitoring form to
[email protected]; please ensure that you pay particular attention in your application to detailing how you meet the requirements of the person specification. The Equal Opportunities Monitoring Form will be separated from applications prior to short-listing. Completed applications must be received by midday on 6 August 2018. Website Kent Union’s website contains further background information about Kent Union to help potential applicants. Potential applicants are encouraged to look at the website prior to applying; the website address is www.kentunion.co.uk Further Information and Questions For further information or to arrange a conversation about the role with Andrew Duffield, please contact our HR Department on 01227 823093.
