JOB DESCRIPTION
POST:
Warehouse and Distribution Manager
ACCOUNTABLE TO:
Chief Executive
RESPONSIBLE TO:
Head of Retail
BASE:
Abingdon Warehouse
HOURS:
Full-Time
GRADE:
Band 5
To ensure appropriate warehouse and distribution and stock collection systems are
in place, in order to provide a regular supply of merchandise to the shops. To
maintain a health and safe environment for the warehouse and distribution team. To
operate in a manner which reflects the ethos of Helen and Douglas House.
MAIN DUTIES AND RESPONSIBILITIES
General Duties
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To be responsible for the day to day management of the warehouse
operations, van drivers and long-term storage of stock.
To participate in the planning process for the development of the
warehouse and distribution service.
To be an integral part of the retail management team, working in
partnership to deliver the retail strategy.
To attend weekly Management meetings with the retail team.
To be responsible for the coordination of the collection and delivery
service for donated furniture. This should be in conjunction with
furniture shop managers and their remote delivery teams.
To work in partnership with area managers and shop managers to
ensure that the warehouse and distribution service assists in
maximising the profits of the retail operation.
To manage the reception and delivery and storage of Bought-In stock,
working closely with the Retail Administration and e commerce
manager to achieve this.
To ensure that all policies and procedures are complied with, within
the team in particular, the ‘No-Smoking’ policy is adhered to in the
Warehouse and in all Company vehicles
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To manage the logistics operation in a profitable and businesslike
manner
To ensure stock is suitable for the business and is distributed
appropriately
To maintain a rigorous process of stock management in the
warehouse
Support, promote and facilitate the furniture refurbishment project
located within the warehouse.
To take the responsibility for designing and planning storage solutions
within both warehouses.
Health and Safety
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Take responsibility for ensuring that both the warehouse premises and
stock collection vehicles, comply with Health and Safety legislation for
staff and volunteers.
To undertake all appropriate Risk Assessments and ensure that
outcomes are communicated to the wider team. Ensure risk
assessments are regularly reviewed.
To ensure appropriate safe systems of work are in place to facilitate
the safe movement of stock between locations, including both
collections and deliveries.
To ensure that all volunteer drivers and staff and volunteers have
access to specialist training as identified through the risk assessment
process.
To ensure that Manual Handling Training Guidelines are put into
practice, particularly in relation to the movement of furniture. To
ensure all staff and volunteers (where appropriate) have manual
handling training.
To maintain in the warehouse Accident & Incident forms. To fully
investigate accidents and incidents within the warehouse and
distribution team and implement appropriate interventions to prevent
recurrence.
To operate a ‘fair blame’ culture in the reporting of accidents and
incidents.
To comply with all requirements of the fire regulations, including the
fire risk assessment, regular equipments checks and operate practice
emergency procedures.
To maintain the first aid box and ensure the warehouse team are
compliant with first aid requirements.
To ensure that briefing and safety meeting records are kept, Notice
Board information is up to date and safety instructions are adhered to.
To seek advice in relation to Health and Safety matters where
appropriate.
To be responsible for the recording and maintenance for equipment as
required and the delivery of training in the safe use of equipment.
To attend the Helen and Douglas House Health and Safety Committee
on a quarterly basis.
To ensure PAT testing on donated goods is carried out in the
approved manner, by both Staff & Volunteers. To ensure safe and
timely deliver of PAT tested stock to relevant shops.
Responsibility for staff management
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To assume line management responsibility for the Full-Time Van Drivers,
Assistant Warehouse Manager, the Furniture refurbishment team,
Warehouse Administrator and volunteers. .
To be responsible for the recruitment of the warehouse and distribution
team.
To ensure all staff and volunteers receive a robust induction to the
warehouse environment and their specific responsibilities within their
team.
To undertake annual appraisals with all team members and hold quarterly
1:1 meetings with all staff.
To meet regularly with volunteers to discuss their development and gather
feedback.
To ensure all team training needs are identified and responded to in a
timely manner.
To be responsible for ensuring robust communication methods are in
place.
In conjunction with the Volunteer Manager, to recruit volunteer support in
all areas of the warehouse and distribution team.
To ensure that agency workers are appropriately trained to carry out tasks
allocated to them.
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Administration
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To organise the collection of stock from customers homes, in a timely
and professional manner.
To maintain an accurate record of all enquiries and subsequent
delivery of stock (including furniture)
To provide up to date information to the Head of Retail & Area
Managers on logistics issues
Vehical Maintenance
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To be responsible for ensuring the Vans are maintained and are ‘fit for
purpose’
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To ensure that all the retail company vehicles (including vans and
Area Manager cars) are serviced on a regular basis, & that they are
MOT’d & Taxed at all times.
Any Other duties
To carry out any other duties within the general scope of the post, as directed by
Head of Retail or the Area Managers
Helen and Douglas House General Responsibilities
Adhere to organisational policies and procedures at all times
Comply with organisational standing orders, standing financial instructions, policies,
procedures and guidelines
Take all reasonable steps to manage and promote a safe and healthy working
environment which is free from discrimination
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Comply with the organisational policy on confidentiality, and the Data Protection Act
1998 as amended relating to information held manually or on computerised systems,
Respect the confidentiality and privacy of guests and staff at all times
Maintain a constant awareness of health, welfare and safety issues affecting
colleagues, patients, visitors and themselves, reporting any accidents or fault in line
with organisational policy
Fully participate in health and safety training
Participate in personal training, development, appraisal, and attend all relevant
training courses as required
The post holder must act at all times in a professional and responsible manner and
have due regard to confidentiality and Health & Safety legislation.
This is an outline job description and should not be regarded as an inflexible
specification. Responsibilities will be reviewed periodically in line with service
priorities and duties may change or new duties be introduced after
consultation with the post holder. As a term of your employment you may be
required to undertake such other duties and/or hours of work as may
reasonably be required, commensurate with your general level of responsibility
with the organisation, at your initial place of work or at any other of Helen and
Douglas House establishments.
Our working premises are no smoking areas
Person Specification
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ESSENTIAL
Qualifications
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Experience
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Skills
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Personal Qualities
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IOSH qualified (or
above)
Demonstrable
experience of leading
and motivating a team
within the logistics sector
Experience of managing
a warehouse and van
delivery operation
Experience in recruiting,
inducting and training
staff teams
Significant Health &
Safety experience within
a logistics operation
Full driving licence
Strong organisational
and administration skills
Health & Safety
management within a
logistics environment
Ability & confidence to
train staff and volunteers
in relevant skills
Ability to delegate
Computer literate
Excellent customer
service
Ability and confidence to
manage staff and
volunteers in a variety of
situations
Honest open and
reliable
Good team player
Commitment to the aims
and objectives of Helen
& Douglas Hs.
Committed to success
and to achieving
organisational
excellence
Good attention to detail
DESIRABLE
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Experience of
managing within the
voluntary sector
Experience in a
customer facing
environment
Interviewing skills
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Special Requirements
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A commitment to
promoting and securing
equality of opportunity
Flexible approach to
working hours
Ability to manoeuvre a
weight of up to 8kg
Be fit to be
standing/walking/lifting
for a significant part of
the day