Retail Assistant Manager (Nights) Recruitment Pack


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Retail Assistant Manager (Nights) Recruitment Pack July 2018

July 2018 Dear Prospective Candidate

Re: Retail Assistant Manager (Nights) Thank you for your interest in the position of Retail Assistant Manager (Nights) 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 Manager (Nights) 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 managing a team of student staff to complete the overnight replenishment of the store, ensuring excellent availability and store standards are maintained. The store is open for business overnight, so the post holder will also need to demonstrate great customer service skills. The post holder will be required to work overnight during University term time, and a day shift rota during non-term time. 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 our HR Department on 01227 823093 to discuss this opportunity further or visit http://www.kentunion.co.uk/careers/

Yours faithfully, Andrew Duffield Head of Retail

Job Description – Retail Assistant Manager (Nights) Department: Retail Reports to: Retail Trading Manager, Operations Role Purpose: Support the retail department in the operation of Kent Union’s retail facilities, primarily overnight replenishment

Duties and Responsibilities Financial Responsibilities: 1. Support the Head of Retail to maximise profit in the Retail Department, through increased sales, controlling costs and monitoring daily product availability, specifically during the night time operation of the store. 2. To be responsible for the security of all resources including stock and cash, and to follow all Kent Union’s financial procedures. 3. To coach direct reports and staff in financial management and to ensure financial systems are adhered to at all times, enabling the Retail Department to maximise its profit and contribution for Kent Union. 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. To undertake performance reviews of direct reports, in line with Kent Union policy. 4. To support the recruitment process involved in employing new student staff. 5. To oversee robust and on-going checks on human resources to ensure optimum staffing levels are maintained within the main Essentials shop. 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. 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. 4. Liaise with the Trading Manager Systems to fully investigate stock issues, discontinued lines, pick errors and gaps to maximise product availability. 5. Responsible for excellent shop floor presentation at all times, through adherence to stock display systems and planograms in line with Retail guidelines and organisational requirements

6. Manage the daily handover process between managers highlighting priorities and issues, plus the completion of daily inspections related to Fresh Food/Dry Grocery etc. 7. 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.

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 X X (e.g. Certificate or Diploma in Management Studies) First Aid certificate X X Health & safety management X X qualification (e.g. IOSH Certificate in Managing Safety, Level 3 Food Hygiene) Experience Experience of managing a team of X X X people and motivating them to provide the highest standards of customer service. Experience of working in a busy, X X X customer focused environment and managing competing priorities. Experience of managing retail X X X operations and identifying customer needs and identifying new trends and opportunities. Experience of stock management and X X X can demonstrate a clear understanding of how this can contribute to the financial sustainability of the organisation. 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 X X X management systems and ability to maximise availability whilst minimising loss and stockholding.

A good knowledge of health and safety legislation and best practice in the management of health and safety. A sound knowledge of licensing legislation and how to operate retail premises legally and responsibly. A good knowledge of the student movement 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

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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; the ability to empower and build constructive relationships with elected officers.

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Retail Assistant Manager (Nights) Annual Salary £19,758 35 hours per week Nights during University term time, days during non-term time 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 Manager (Nights) 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 Manager (Nights) 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 holder’s key duties will include managing a team of student staff to complete the overnight replenishment of the store, ensuring excellent availability and store standards are maintained. The main is open for business overnight, so the post holder will also need to demonstrate great customer service skills. For further information about this opportunity then please contact Andrew Duffield, Head of Retail, on 01227 823093. For an application pack, please visit http://www.kentunion.co.uk/careers.

Closing date for applications: Fri 10 August - midday Interviews: 22 and 23 August

Summary Conditions of Appointment Salary This post is at Grade 4 point 1 of Kent Union’s pay scale, £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. Probationary arrangements This post is subject to a 6-month probationary period, with 1, 3 and 6-month reviews. Annual Leave Entitlement The post holder is entitled to 23 days’ leave, increasing by 1 day a year to a maximum of 28 days; 6 ‘customary’ days’ leave, normally taken over Christmas; and the 8 statutory leave days for England. Total entitlement is therefore 37 days in year 1, rising to 42 days after 5 years. 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. 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. The role of Assistant Manager (Nights) requires the post holder to work 31 weeks of University term time on a Nightshift rota (2300-0700) and 21 weeks (non-term time) on a daytime rota. 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 10 August 2018 - midday

Applications close

10 August 2018

Shortlist meeting

22-23 August 2018

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 10 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 about this opportunity then please contact Andrew Duffield, Head of Retail, on 01227 823093.