Job Description
August 2012
Role: EPOS Database Administrator/Analyst
Business Function: Commercial Services &
Marketing
Reports to: National Retail Manager
Pay Band/Starting Salary: Band E
£25,086
Location: Central Office, Hermiston Quay, 5 Cultins Type of Contract: Full-time, fixed term
Road, Edinburgh EH11 4DF
6 months (maternity leave cover)
Terms and conditions
The post is subject to the standard terms and conditions provided with the application pack.
PURPOSE OF THE ROLE
To manage, maintain & develop the ongoing & continuous integrity, infrastructure & information
on the EPOS (Electronic Point of Sale) database, which is an integral part of the admissions, retail
& catering propositions within the National Trust For Scotland. To provide operational support
as required to the central retail team and EPOS Implementation Manager during the rollout of
the new EPOS system.
KEY RESPONSIBILITIES
The Key Purposes of the placement will be met by:
1. Aligning EPOS database structures & hierarchies to organisational requirements by:
Constructing & maintaining a robust retail database (cleansing & preparing
existing retail database, liaising with key stakeholders to align & construct new
database hierarchy to current retail proposition, migrating cleansed data onto new
EPOS system, and introducing robust change control process);
o Constructing & maintaining a robust catering database (using existing data and
liaising with key stakeholders to construct a new catering database aligned to the
current catering proposition, introducing robust change control process);
o Constructing & maintaining a robust admissions hierarchy (liaising with key
stakeholders to construct logical admissions hierarchy aligned to visitor types and
business intelligence requirements);
o Aligning EPOS database to membership system (creating appropriate data fields,
facilitating the smooth flow of new member & membership expiry data from EPOS
to CARE and vice versa, liaising with key stakeholders defining membership data
requirements for EPOS system, setting up appropriate reporting template).
o
2. Maintaining accuracy & integrity of EPOS database by:
o Maintaining accuracy & integrity of retail database (liaising with the central retail
team, collating and updating changes to supplier & product details, cost prices,
selling prices, vat etc);
o Maintaining accuracy & integrity of catering database (liaising with central
catering staff, collating and updating changes to supplier & product details, cost
prices, selling prices, vat etc );
o Maintaining accuracy & integrity of admissions hierarchy (liaising with marketing
dept, group managers & property managers, ensuring admissions hierarchy is
mapped to visitor profiles at all times
o Controlling & managing user access & permissions (reporting to the National
Retail Manager, managing & controlling default settings for the EPOS system,
setting up user accounts and permissions, constructing & developing user templates
etc);
3. Effective information management by:
o Managing design & production of EPOS labels (allocating barcodes and/or inhouse price look up (PLU) codes to all products being sold via EPOS system,
constructing label templates for use at properties);
o Constructing dynamic management reports (liaising with key stakeholders,
defining reporting requirements, creating product & property attributes & user
friendly reporting templates, generating & distributing reports as required);
o Storing & managing customer details (storing & protecting customer personal
details in line with data protection act (DPA) requirements, building dynamic
customer profiles for future marketing & promotional activities);
o Inputting daily updates to EPOS system (processing price changes & menu changes
as required, according to retail & catering operation requirements).
4. During the rollout of a new EPOS system, supporting day to day retail operations when
required and agreed by the National Retail Manager by:
o Processing purchase orders & goods receipting (liaising with central retail team,
supporting retail operations by generating purchase orders & receipting goods
where required);
o Managing approved retail product lists (using supplier & product data from EPOS
system, creating approved product lists for property ordering purposes, updating
regularly, ensuring APL is aligned to most recent data on EPOS database),
o Producing annual stock taking sheets (generating property specific stock sheets for
use during annual stock counts, compiling, manipulating & analysing returns from
properties, creating summary reports with property, supplier, and product order
details).
The current duties of this job do require a criminal records (Disclosure Scotland) check to be
carried out.
SCOPE OF ROLE
People Management
The EPOS database manager will have no direct line management responsibility but will liaise
closely with key stakeholders, and report directly to the National Retail Manager.
Financial Management
The EPOS database manager will have no direct budget responsibility.
SKILLS, EXPERIENCE & KNOWLEDGE
The above outlines the key skills the job holder will need to possess and exercise. In addition,
either knowledge of or experience in the following is required:
Essential
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Previous experience of managing an EPOS database within a fast moving retail and/or
catering environment
Significant previous experience in constructing new databases and aligning to the
requirements of specialist & non-specialist end users
Polished data entry skills with high levels of numeracy & accuracy
Demonstrable high levels of interpersonal and communication skills, and confidence in dealing
with a wide range of staff, stakeholders, and suppliers
Competent user of Microsoft Office products including Access
Ability to plan & prioritise workload based on rapidly changing operational requirements
Self motivated & used to achieving results, using own initiative with minimal supervision
Strong team player, adept at contributing towards the achievement of shared goals &
objectives
Desirable
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Strong analytical skills combined with the ability to write clear & concise interpretations of
complex sets of data
Experience of documenting business processes
High levels of interpersonal skills with the ability to clearly articulate complex concepts to
people working at all levels within the organisation
The Key Responsibilities, Scope of Job, and Required Qualifications, Skills, Experience &
Knowledge reflect the requirements of the job at the time of issue. The Trust reserves the right to
amend these with appropriate consultation and/or request the post-holder to undertake any
activities that it believes to be reasonable within the broad scope of the job or his/her general
abilities.
Applications
Interested applicants should forward a completed application form to Human Resources
Department (Applications), The National Trust for Scotland, Hermiston Quay, 5 Cultins Road
Edinburgh EH11 4DF, by mail or by email via workforus@nts.org.uk, by first post (i.e. 10.00am)
on Friday, 7 September 2012. Interviews are likely to be held at: The National Trust for
Scotland, Hermiston Quay, 5 Cultins Road, Edinburgh EH11 4DF on 21st September 2012.