Job Description

Overgate Hospice

Retail Administrator

Salary 23,809.50 full time equivalent

Hours 22.5 hours per week (actual salary 14,285.70)

Responsible to Head of Retail & Trading

Accountable to Director of Income

Overgate Hospice is an independent charity with a mission to ensure that patients and those close to them live with the best possible quality of life. This is enabled by provision of the highest standard of compassionate and evidence-based specialist palliative and end of life care for adults in Calderdale who have active, progressive life limiting illness.

However, the current constraints of our ageing facilities are making this more difficult than ever. Our ambitious redevelopment plans will modernise and expand our existing facilities to transform the environment in which we care for our patients, as well as meaning we can care for more people who need us. In April 2024, Overgate Hospice launched a capital appeal, the Big Build Appeal, to raise the funds needed to make these transformational plans become a reality.

Job Summary

The Retail Administrator will play a key role in supporting the effective and efficient operation of Overgate Hospice's charity shops. This role is responsible for processing all shop paperwork, ensuring the accuracy of financial information, and providing regular performance updates to the retail team. Working closely with the Retail Team, the postholder will help maintain strong communication, accurate reporting, and smooth administrative processes across all shops and the donation centre. The role also includes managing stationery supplies, supporting the promotion of retail initiatives such as Gift Aid and the Loyalty Card scheme, and providing administrative support to ensure the continued success and growth of the Hospice's retail operation.

Minimum Qualifications / Experience Required

Study to GCSE Level or equivalent experience.

Minimum 1 year's admin experience.

Good computer knowledge and experience.

Key Working Relationships

Head of Retail & Trading

Deputy Head of Retail

Income Generation Team

Volunteer Services Team

Volunteers

Finance Team

HR Team

Duties & Responsibilities

Manage the processing and reconciliation of all shop paperwork, ensuring financial accuracy and compliance with organisational procedures.

Complete quarterly recycling figures and council submissions.

Monitor stationery orders completed by Shop Managers, ensuring adequate supplies are available at all times. Place orders with approved suppliers, carry out regular price checks to ensure value for money, and raise any concerns about expenditure with the Head of Retail and Trading.

Conduct regular stock checks of stationery across all shops to ensure adequate levels are maintained. Record findings accurately, identify any discrepancies or shortages, and report these to the Head of Retail and Trading to support timely replenishment and smooth shop operations.

Organise annual Pat testing calibration and complete regular audit for PAT testing compliance.

Prepare and distribute monthly Gift Aid reports to all shops, providing clear and accurate information on income and performance

Obtain and submit monthly meter readings to ensure utility costs are kept low.

Manage and support retail office admin volunteers including training and guidance.

Work with marketing to ensure all shops have the correct marketing materials.

Process all shop paperwork, ensuring financial figures are accurate, and liaise with the Deputy Head of Retail and Area Managers to resolve any discrepancies or issues that arise.

Promote all Retail relevant schemes including Gift Aid and Loyalty Card.

Distribute monthly KPI information to all Retail staff and volunteers regarding performance.

Coordinate and support all Corporate Volunteer groups at the Donation Centre, ensuring their tasks are well-organised and they have a positive, engaging, and rewarding volunteering experience.

Provide administrative support for meetings, including taking minutes, preparing agendas, and distributing memos or other communications to ensure the retail team is well-informed and coordinated.

Overgate General Duties and Responsibilities

All employees must maintain a safe working environment in accordance with Overgate Hospices Health and Safety policies & abide by the Health and Safety at Work Act (1974)

All employees must undertake relevant mandatory training.

All employees must comply with all Hospice policies and procedures and always maintain strict confidentiality within the guidelines of the General Data Protection Regulations.

All employees must adhere to the Hospice's Standards of Behaviour Framework and Values in all aspects of their work.

This job description is not exhaustive and will be subject to periodic review. The employer and the employee share responsibility to review and amend it as appropriate.

Safeguarding children and adults at risk

All Hospice staff are required to act in such a way that at all times safeguards the health and well-being of children and adults at risk. Familiarisation with and adherence to the hospice safeguarding policies is an essential requirement of all employees as is participation in related mandatory/statutory training.

Valuing Diversity and Equality

All employees should carry out their duties in accordance with the values and principles of valuing diversity and equity of provision. It is the responsibility of all employees to support the Hospice vision of promoting a positive attitude to diversity and equality of opportunity, to eliminate discrimination and disadvantage in service delivery and employment, and to manage, support or comply through the implementation of the Hospice's Equal Opportunities Policy.

PERSON SPECIFICATION

Qualifications/Training

Essential

Educated to GCSE C or above level or equivalent.

Desirable

Current driving licence and access to own transport for work use

Knowledge

Essential

A good computer knowledge and experience

Desirable

Knowledge of the local area

Knowledge of gift aid legislation

Experience

Essential

Minimum 1 years working in office environment

Experience of prioritising own workload and working with minimum supervision

Experience of multitasking and working with constant interruptions

Desirable

Minimum 1 years' experience of working in charity retail

Experience of representing an organisation in a professional manner

Experience of working to timescales and deadlines

Experience of working with and managing volunteers

Skills/Abilities

Essential

Excellent organisational skills

Excellent telephone manner

Flexible, friendly, accessible attitude

Excellent communication skills (written and oral)

Good timekeeping

Excellent interpersonal skills

Ability to work flexible, occasional unsocial hours

Ability to work in a team

Ability to maintain confidentiality

Excellent attention to detail

Desirable

Understanding and competent use of social media

Personal Attributes

Essential

Self-confidence and results-focused personal drive

Ability to deal with conflicting demands & pressures

Emotionally Resilient

Willing to undertake further education and training to meet the demands of the role

Understanding of, and empathy with, Hospice environment

Team player who earns the trust & respect of colleagues

Positive, professional approach and image

Diplomatic, yet assertive when required

Commitment to the purpose and values of Overgate

Job Types: Part-time, Permanent

Pay: 23,809.50 per year

Benefits:

Canteen Company pension Free parking Life insurance On-site parking
Work Location: In person