St. Columba’s Hospice
Vacancy Information Pack
Position: Shop Manager
Part-time 2 days per week Thursday and Saturday
Please apply using a Hospice Application Form (included in this pack)
VACANCY
St. Columba’s Hospice aims to improve the quality of life for people with progressive, far advanced disease and to provide support for their families. To continue to provide our services in our in-patient wards, and in the homes of our patients, we rely on every pound we can raise through our shops throughout Lothian.
Shop Manager
Band 2 £15,058 - £17,803 (pro-rata) + Pension
Part time 15 hours per week, Thursdays and Saturdays
We are looking for a commercially minded Shop Manager to join the team in our Leith Shop, sharing the position with the current Manager. In this varied and exciting role you will be instrumental in making sure the shop is at the hub of the local community, acting as the face of St. Columba’s Hospice and raising public awareness of our fundraising efforts.
You will be responsible for the day-to-day running of the shop reporting into the Shops Operations Manager. Customer service orientated, you’ll have a proactive attitude and a strong ability to build effective relationships with the volunteers. You will have commercial awareness, merchandising skills, a good understanding of budgeting, and the ability to react creatively with the donations received and enjoy using your sales skills. You will also have the ability to make recommendations to ensure the shop hits its targets.
Does this sound like you?
You’ll need an appreciation and understanding of retail operations, in particular related to donated goods combined with a good knowledge and experience of using computers and solid experience of managing a diverse team of people.
For an application form and job description, visit our website at www.stcolumbashospice.org.uk Alternatively call 0131 551 7722 or by email
Closing date: Friday 1 May 2015
ST. COLUMBA’S HOSPICE
JOB DESCRIPTION
1. JOB IDENTIFICATIONJob Title: Shop Manager
Responsible to (insert job title): Shops Operations Manager
Department(s): Fundraising
Division: St. Columba’s Hospice
Job Reference: STC-FUN-008
No of Job Holders: 4
Last Update : 23 August 2012
2. JOB PURPOSE
To maximize sales and profitability of shop, maximize value from donated goods and enhance awareness of the Hospice within the community
3. DIMENSIONS
Ø To operate and develop a profitable second hand retail outlet to secure funds for the Hospice.
Ø To raise awareness of the Hospice, it’s brand and services in the local community.
Ø Managing a team of volunteers delivering a consistent level of service to the public.
Ø To work alongside the Hospice complying with relevant policies.
Ø Ensure a consistently high level of customer service to both customers and donors.
Ø To investigate all possible avenues for maximizing sale of goods both donated and bought.
Ø Responsible for end of the day cashing up and banking and create the daily spreadsheets
Ø Authorised signatory for petty cash amounts (eg to pay window cleaner)
4. ORGANISATIONAL POSITION
5. ROLE OF DEPARTMENT
The Hospice aims to provide a high standard of specialist palliative care to patients with advanced progressive disease for whom there is no cure. Through a multidisciplinary approach the focus of care is based on meeting the physical, psychological, spiritual and social needs of the patient, and those important to them. The Hospice aims to provide the best quality of life for each individual patient as well as supporting their family / friends and those important to them.
The Hospice service consists of:
· 30 in-patient beds over 2 teams
· A Day Hospice service – up to15 clients daily
· A Community Palliative Care Team working with approx. 500 clients in the community
· An education department
o Income to run St Columba’s Hospice is £5.2 million (year 2005/6). The Fundraising Department target for.
o The department must maximise voluntary income streams through development, promotion and management of fundraising initiatives.
o This voluntary income allows the hospice to provide its Specialist Palliative Care Services at no cost to the patients or their families.
St. Columba’s Hospice Shops
St. Columba’s Hospice Shops has operated a Lothian-wide retail network of 5 shops for over thirty years. The Shops are a wholly owned subsidiary of St. Columba’s Hospice and exist to raise funds for the support of St Columba’s Hospice, a charity specialising in providing palliative care services to the local community.
With five paid staff (Shops Managers and Driver) and a loyal volunteer base of over 200, this retail operation contributes a significant amount of annual income to St. Columba’s Hospice. The retail operation faces a number of challenges and opportunities in the future including:
· Implementing a new marketing and retail strategy across all shops
· Decreasing operating costs and improving efficiency of operating systems
· Increasing the intake of new volunteers
St. Columba’s Hospice is currently developing a new strategy which will further develop the retail business, defining a new retail strategy moving forward, implementing new retail techniques, greater business efficiencies, to drive revenue and maximise overall income.
6. KEY RESULT AREAS
Planning and Organising
Ø To produce and manage an overall volunteer rota ensuring adequate and appropriate cover is provided for the shop trading hours.
Ø To meet agreed sales targets.
Ø To manage and co-ordinate the day to day retail activities and volunteer team within the shop.
Ø To manage the agreed stock rotation system within shop to ensure stock displayed is both regularly refreshed and updated
Ø To manage and co-ordinate the window and shelf displays within the Shop operational guidelines.
Ø To manage and co-ordinate the processing of donated goods within agreed guidelines selecting appropriate goods for sale/recycling.
Ø To operate and manage a pricing policy to maximise profit from donated goods
Ø To ensure efficient and effective shop operations by following guidelines to include stock storage and disposal of rubbish.
Ø To manage and co-ordinate the sale and stock control of all bought in goods including Christmas cards in liaison with the Trading Coordinator
Ø To liaise and assist in the transfer of goods to other shops.
Ø To provide emergency cover for shop when required.
Ø To select appropriate goods suitable for realising more money through ebay.
Ø To organise furniture uplifts and deliveries liaising with outside carriers.
Ø To help recruit, select and train new volunteers
Financial and Security
Ø To monitor sales performance against budget and take remedial action in agreement with Shops Operations Manager.
Ø To control expenditure of a small petty cash float
Ø To control expenditure, minimise costs and authorise expenses within budget.
Ø To seek opportunities to maximise value from donated goods according to Shop Policy.
Ø To ensure daily banking with accurate and timely completion of daily sales ledger and weekly reporting.
Ø To follow agreed till and cashing up procedures when handling money.
Ø To ensure correct procedures are followed by the shop for the safe receipt of donated money.
Ø To ensure that Hospice Health and Safety and Trading Standards regulations are adhered to within the individual shop.
Ø To ensure that Hospice and Shop policies are adhered to
Ø To maintain adequate security and safety of shop, money, goods and personnel
Ø To report accidents according to Hospice policy and report any maintenance requirements according to guidelines.
Ø To follow security procedures when handling donations
Ø To ensure shop volunteers are trained in fire/evacuation procedures
Customer Service
Ø To provide excellence in customer service at all times
Ø To show real appreciation to donors for all donated goods at all times
Ø To deliver and maintain high standards of presentation, stock, and housekeeping
Ø To actively listen to customers and volunteers to demonstrate time and care
Ø To co-ordinate with outside furniture carriers and Shops Operations Manager regarding the efficient collection and distribution of donated items as required.
Ø To create a welcoming, happy and appreciative atmosphere for customers and shop volunteer team.
Ø Encourage team work and exhibit leadership values
Ø Positively promote the role and working of the Hospice within the community
Professional
Ø Attend staff meetings as required
Ø Ensure shop volunteer team is regularly briefed on key issues, activities and changes to policy
Ø Engage volunteers in the communication loop with timely and effective information
Ø To develop self to enhance performance within the role and attend training courses as identified/required
Ø To support and carry out an induction programme for all new volunteers and ensure ongoing training.
Ø To participate in the Hospice appraisal performance and development review system (KSF).
Other:
The nature of this post is such that the post holder is expected to work those hours which are reasonably necessary or appropriate from time to time in order to enable him/her to carry out the duties properly.
You may be required to undertake your duties at any Hospice retail outlet.
This job description does not contain an exhaustive list of duties, and the post holder may be required to undertake other duties that are within the post holder's skills and abilities whenever reasonably instructed. The job description will be reviewed from time to time in order to adapt and develop the role according to service needs and Hospice policies.
7a. EQUIPMENT AND MACHINERY
Ø Electronic till system
Ø Price/Tagging guns
Ø Vacuum Cleaner
Ø Cleaning Materials
Ø Coat Hangers
Ø Hanging Rails
Ø Telephone
7b. SYSTEMS
Ø Diary / Communications book
Ø Uplift and delivery record book
Ø Cash ledger
Ø Daily Sales
Ø Volunteer Rotas
Ø Rag receipt book
Ø Daily operational checklist
Ø Furniture Receipt Book
8. ASSIGNMENT AND REVIEW OF WORK
Ø Reporting to the Shop Operations Manager and ultimately the Director of Fundraising
Ø Responsible for daily operations of individual shop including meeting weekly, quarterly and annual sales targets
Ø Annual Performance and Development review system (KSF)
Ø Quarterly Shop Manager Workshops
9. DECISIONS AND JUDGEMENTS
Ø Quality of donated goods
Ø Arranging appropriate volunteer cover
Ø Arranging sales initiatives when appropriate
Ø Pricing in line with agreed policy and local climate
10. MOST CHALLENGING/DIFFICULT PARTS OF THE JOB
11. COMMUNICATIONS AND RELATIONSHIPS
Ø Customers – serving and assisting with enquiries and sales
Ø Volunteers – managing, assigning tasks and building good working relationship
Ø Shop Management Staff –reporting and seeking assistance
Ø Donors – thanking and assisting with enquiries
Ø Outside Carriers – arranging uplifts and delivery of furniture
Ø Rag Merchant, Refuse Collectors, Security Guards / Centre Management
Ø Volunteer Coordinator – communicate regarding volunteer recruitment and management (via SOM)
12. PHYSICAL, MENTAL, EMOTIONAL AND ENVIRONMENTAL DEMANDS OF THE JOB
Physical:
Moving and arranging furniture
Merchandising of clothing / bric a brac including moving hanging rails and lifting bags
Lifting shutters?
Standing for majority of working day
Mental & Emotional
Dealing with difficult customers
Being empathetic with volunteers and customers
Environmental :
On occasion:
Ø Lone Working
Ø Confined Spaces
Ø Lack of volunteers
Ø Temperature
13. KNOWLEDGE, TRAINING AND EXPERIENCE REQUIRED TO DO THE JOB
Ø Experience of managing a team
Ø Previous retail experience
Ø Cash handling experience
Ø Experience in a customer service environment
Ø Responsible attitude
Ø A Flexible approach to work
Ø Good house keeping
14. JOB EVALUATION OUTCOME
Band: 2
Date: 22 August 2012
CONDITIONS OF SERVICE
TITLE: Shop Manager
REPORTING TO: Shops Operations Manager
LOCATION: Hospice shops throughout Lothian
JOB STATUS: Permanent
SALARY: Band 2 £15,058 - £17,803 pro-rata to hours worked + Pension
HOURS AND DAYS OF WORK: Part-time 15 hours per week Thursdays and Saturdays
PAYMENT OF SALARY: The successful candidate’s salary will be paid monthly direct into his/her bank/building society account and he/she will be required to open an account if such facility is not currently in operation
PENSION: Contributory Hospice Pension scheme in operation. Contribution rates will vary depending on age and pensionable pay. Current members of NHS Superannuation Scheme may request to continue membership during Hospice employment.
NOTICE PERIOD: 4 weeks
ANNUAL LEAVE*: 27 days per annum on commencement
29 days per annum after 5 years service
33 days per annum after 10 years service
PUBLIC HOLIDAYS*: 8 days per annum
Part time staff receive holiday allowance on a pro-rata basis to hours worked.
SMOKING POLICY: There is a ban on staff smoking in Hospice premises and grounds
PRE-EMPLOYMENT CHECKS: All appointments are subject to verification of qualifications, medical assessment, and the receipt of satisfactory references. This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and therefore a Criminal Records check will be required. All professional care staff will be required to supply their relevant PVG registration number, and Governing body registration, which will be verified.
The summary of conditions above is for information purposes only and may be subject to variation. They do not form the basis of a legal employment contract.
HOW TO MAKE YOUR APPLICATION
Thank you for expressing an interest in the post of Shop Manager
Please find enclosed information relating to this post and application details.
Please include the following documentation with your application:
· Your completed, signed original Hospice Application Form
Once completed your application and any documentation should be submitted to:
You may email your application along with covering letter and any other attachments to
You may post your application, covering letter and any other attachments to:
Admin Office
St. Columba’s Hospice
15 Boswall Road
EDINBURGH
EH5 3RW
Relevant dates for this post:
· Closing date: 1 May 2015
A polite reminder about postage!......
Please ensure that the correct postage is applied to the application envelope (eg use ‘Large Letter’ stamps if required). Underpayment of postage may result in your application being returned to you undelivered by Royal Mail, meaning we may not receive your application by the closing date for the post.
Thank you for your interest in this post and we look forward to