POST: Retail Administrator
HOURS: 30 Hours p/w
SALARY: £9.32 per hour plus 8% contribution to SJH pension scheme
ACCOUNTABLE TO: Retail General Manager
JOB PURPOSE
Support the Retail General Manager in the daily operation of the shops and ensure that the properties are protected and compliant with legislation. Ensure smooth running of the shops administration and financial procedures. Act as the central co-ordination point between
Retail General Manager, Head of Fundraising, Shop Managers, Floating Assistant Managers and Warehouse Manager.
RESPONSIBLE FOR
Volunteer Admin Support
KEY WORKING RELATIONSHIPS
Retail General Manager
Shop Managers
Floating Assistant Managers
Warehouse Manager
Drivers
Head of Fundraising
Head of Finance & Resources
Finance Department
Board of Directors
Volunteers
Volunteer Co-ordinators

MAIN DUTIES:
Our ideal candidate will need to be fully committed to team working, possess a proactive approach, and develop a strong open team culture with positive morale that can support the
Retail shops to deliver challenging sales targets and excellent customer service.

Act as P.A. to the Retail General Manager

Identify and implement new ways of working or streamlining administrative processes and procedures.

Collect, collate & analyse data & statistics, providing reports as requested by Retail
General Manager
 Prepare weekly rolling shop rotas’ for all charity shops; responding to change on a daily basis to ensure all shops remain trading and adequate staff are in place.

Manage staff requests for holidays and ensure holiday leave is taken on a timely basis whilst ensuring adequate cover for all shops.

Arrange regular shop visits to ensure all shops are compliant and in a good state of internal and external repair.

Arrange annual checks for fire and health and safety, PAT testing and any servicing of gas, electrical appliances

To ensure all shops property is adequately insured.

Liaise with Landlords regarding building issues and enquiries.

Liaise with external contractors
 To deal with property maintenance, break ins and emergency call outs at St. John’s
Hospice as per procedures.
 To ensure all St. John’s Hospice Charity shops are compliant with Health & Safety, and Fire Safety regulations. This will involve attending bi-monthly Health & Safety
Meetings at the hospice, ensuring all Risk Registers are kept up to date, regular risk assessments are undertaken, and documentation up to date.
 To be responsible for ensuring that St. John’s Hospice Shops Ltd and its employees and volunteers are aware of and comply with relevant health and safety regulations, and fire safety regulations. Ensure timesheets including overtime, sickness and holidays are correctly documented and passed to Payroll officer at St John's
Hospice.

Liaise with Warehouse Manager regarding driver holidays.

Keep records of sickness and holiday entitlement for all staff.

Assist Retail General Manager with preparation of daily sales figures and ensure they are passed to St John’s Hospice Finance department .

Monitor shops petty cash, telephone costs, expenses and keep to an acceptable level.

To bank and record any cash and cheques, donated or from rag sales on a weekly basis.

Pay invoices. Send weekly to Head of Finance at St John's.

Ensure shops vehicles are properly maintained, serviced, insured and taxed

Maintain records to evidence that van drivers have received tail-lift training and hold a valid driving licence in line with policies & procedures.

Check Gift Aid forms are complete and sent for processing to till supplier and subsequently passed to hospice.

Report on Gift Aid performance from the Retail shops and Drivers for the Retail
General Manager.


To liaise with St Johns Hospice to fill any volunteer vacancies
GENERAL

To act on instructions from line manager, senior management from St John's Hospice or shop directors.


Follow all St John's Hospice policies and procedures.
Attend meetings as required by line manager. Set up meetings for training where appropriate with staff and volunteers


To fulfil any additional duties as requested from senior management and directors.
To act appropriately and in a professional manner following the values of St John's
Hospice at all times.
This list is not exhaustive and the post holder will be expected to undertake other duties within the remit of the job requested by the relevant line manager.
STANDARD/ENHANCED DISCLOSURE REQUIREMENT
None
DUTIES AND RESPONSI BILITIES TO ST. JOHN’S HOSPICE
1. Confidentiality
Each member of the Hospice staff is responsible for ensuring the confidentiality of any information relating to patients, personal information relating to staff, volunteers, supporters, visitors or contractors, financial information, commercial information, and for complying with all the requirements of the Data Protection Act and Caldicot
Guidelines whilst carrying out the duties of the post. Any breaches in Hospice confidentiality will be dealt with by St. John’s Hospice Disciplinary Procedure and may result in dismissal.
2.
3.
Health and Safety
Each member of the St Johns Hospice staff is responsible for ensuring that they carry out the duties of their post in accordance with all appropriate Health and Safety legislation, guidance and procedures and they do not, by any act or omission on their part, create a threat to the Health and Safety of any other person.
External Interests
Each member of the St Johns Hospice staff is responsible for ensuring that any external interest they have do not conflict with the duties of their posts and they must disclose the external interest if this is likely to occur, or if they are in doubt about a possible conflict with their work. Each member of staff is reminded to refer to their employment contract in relation to any other secondary work that they may do

alongside working for St John’s Hospice and their obligations under the Working
Time Directive.
Statutory Training 4.
Each member of the St Johns Hospice staff has a statutory obligation to attend mandatory training. It is the responsibility of each member of staff to ensure that they comply with this legal requirement.
5. Flexibility
6.
7 .
This job description is intended to act as a flexible guide to the duties of the post and therefore will require revision in consultation with the post holder to reflect the changing requirements of the post, to enable the St John’s Hospice to achieve its corporate goals and objectives.
Safeguarding
Each member of St John’s Hospice staff is responsible for understanding their responsibilities for Safeguarding Children and Vulnerable Adults in accordance with their job role and any requirements they are obliged to follow as members of their profession. Staff should seek guidance from their immediate supervisor if in doubt.
Disclosure and Barring
8.
9.
Each member of staff is required to disclose any caution, fine, penalty or criminal conviction that may occur during the course of employment. This should include any motoring conviction s as this may affect the staff member’s ability to use Hospice vehicles. Any change in circumstance must be reported immediately to the staff member’s supervisor so that any impact on ability to work in post can be assessed.
Equality and Inclusion
Each member of staff is required to undertake their duties with due regard for the provisions of the Equality Act 2010 i.e. not to discriminate against members of staff, patients, patient family members, volunteers, supporters, contractors and any visitors to the Hospice.
Volunteers
The role of volunteers is integral with the work of St John’s Hospice and paid staff are required to underpin this in their attitude and actions.