JOB DESCRIPTION
Job Title: Manager
Location: Book Shop Dorchester
Reports to: Area Manager
Responsible for: Deputy, (Staff) and a team of Volunteers
Job Context
Weldmar Hospicecare Trust, an independent charity, is the only provider of specialist palliative care in both community – at home and through day hospices, hospital and in patient (hospice) settings in rural Dorset (North, South and West). We currently support some 1300 patients with life limiting disease each year, using 214 staff, over 300 patients care volunteers and many hundreds of volunteers who support the organisation with shops and fundraising
Weldmar Hopsicare Trust has a well established retail operation of 20 Charity Shops (including the Book Shop), 3 Outlets and 1 Clearance Outlet and 3 Trading Shops. With more planned for the future
Job Purpose
· To manage the Trust Book Shop in order to generate maximum possible income from the sale of donated Books –( together with selective entertainment products )
· To have the ability to acknowledge and highlight the true value of specialised and collectable books and to determine the best avenue for maximising income
· To maintain good relations with the general public and promote the Hospice within the community
· To line manage a Deputy Manager, Bank Staff, and recruit and develop a team of volunteers
· To develop a leadership style which encourages commitment, enthusiasm, teamworking and a sound work ethic, as set out in the Trust’s Line Manager pack
· Work as part of the Operational Retail team under the guidance of the Area Manager and Retail Director
Scope and Limits of Authority
The Manager is responsible for all aspects of the day to day operational management and efficiency of their own shop, including ensuring adequate staff and volunteer coverage and ensuring that the shop is well resourced, commercially presented and financially successful. As a member of the Shops’ Management Team, the Manager will contribute ideas and suggestions to the retail strategy
In addition they are responsible for the following resources:
· Stock control, including sorting, pricing, promoting
· Financial management, including cost control, financial records
Job Tasks
To assist the Area Manager’s in the recruitment of a Deputy Manager and to be responsible for the training and development of this role
Recruit a team of volunteers, making sure there are adequate numbers to allow the efficient operation of the shop
To implement the Trust’s commitment with the shops Volunteer training programme
Continually monitor sales performance, checking current figures against targets and previous year’s results. To react to the information gained and make the necessary commercial changes
To implement the Trust’s commitment to claim Gift Aid on donated items
· Ask and recruit for New Donors
· Acknowledge repeat donors
· Complete all administration both written and on PC
· Pricing and using the correct ticketing
· Operate Gift Aid systems as per Cybertill Manual and support the Trust responsibilities to HMRC
· Responsibility of Stationery Management
To promote and maintain a high standard of window/visual display and ensure that the standard is maintained as books are sold. To check content and presentation first thing each morning and make regular complete changes
To ensure effective use of the retail space within the shop, including commercial presentation and display of books to maximise turnover
To review and maintain the level and quality of books daily in order to maximise sales. Replenishment of books is a priority and must be constantly appraised throughout the day
To sort, price and promote donated books to maximise each individual books full potential and value
To promote the books in a way that will attract the expectations of the customer seeking to purchase books ie: Categorising and merchandising in a similar way to a library
To merchandise, price and categorise the stock room for easy replenishment
To keep the shop well presented, clean and tidy
To be responsible for overstock situations and disposing of all unsold books ie: request transfer, recycling and clearing rubbish
The day to day tasks outlined above will require the Manager to routinely undertake physical work involving lifting, handling and moving donated stock items. The physical aspects of the work are an integral part of the job and require the post holder to be fit and able to carry out the tasks at all times
To implement the Trust’s administration systems both written and on PC
· Operate Cybertill systems – following the Shops Manual instructions
· Financial banking control
· Reporting – both written and verbal as requested by Director or Area Manager
· Till use and acceptance/promotion of Lottery (Lottery active late 2010)
· Implementing the payment service/opportunities for increased sales with the effective use of electronic sales
To implement 4 weekly individual 1.1 staff reviews and to be supported with written reports setting clear objectives
Implement Staff Annual Performance Partnership Reviews and Pay Progression Recommendation in line with Trust Policies and guidelines. To be supported with effective written reports that give a clear understanding of the period under review, objectives and the way forward
To participate in Shop Managers’ forums as required to share practice, receive briefings and network with colleagues on matters of mutual commercial interest
To seek any new opportunities that may arise to expand the sale of donated books to a wider audience
To encourage, and monitor good customer service. To ensure that all customers receive positive and memorable service that will encourage return visits and that befits the name, reputation and work of the Trust
To overview all areas of security, taking appropriate action as necessary or referring on for action by appropriate colleagues
To overview all areas of Health & Safety, ensuring the provision of a safe environment for staff, volunteers and customers. To refer on major health and safety concerns to the appropriate colleagues
· To complete AIR’s forms as required
· To operate Fire Evacuation procedure
· To comply with the Trust’s Moving and Handling Policy
To work as part of the Retail Operations Team and provide support and assistance to other shops, Director and Area Managers as appropriate, including contributing ideas and proposals for the retail strategy
PERSON SPECIFICATION
Knowledge
· Excellent retail knowledge, including managerial level understanding of turnover, presentation, display and promotion
· Good knowledge of customer service orientation
· Numerate to level required for financial management of the shop
· Knowledge of administration to level required for shop administration and management
· Understanding of the role and contribution of volunteers
· In depth knowledge of Books ie: acknowledging and understanding potential values of the vast collections that are donated
· Understands and conforms to the Trust’s infection prevention and health and safety policies and actively promotes best practice and infection prevention awareness at all times
Experience
· Managerial experience in retailing books
· Management of turnover
· Proven experience of working to and achieving sales targets, ideally including setting of targets for other staff
Skills/Abilities
· Good people management skills and the ability to motivate and lead a team
· Ability to train and develop the team
· Ability to motivate, support and manage a team of volunteers
· Excellent organisational skills and ability to prioritise a very busy business with an extremely varied workload
· Ability to enhance and create a welcoming Charity Book Shop, giving attention to detail and believing in customer service as a priority
· The need to have good visual and presentation skills and to create attractive and effective displays (window and stock)
· The ability to be analytical when monitoring sales, achieving and setting targets to maximise turnover
· To be fit and able to lift, handle and move donated goods on a daily basis in accordance with the Trust’s Moving and Handling Policy
Approved by :
Line Manager ______Date ______
Postholder ______Date ______
SHOP’S SPECIFICATION
Location …Book Shop………………………….
Dorchester
…………………………….
…………………………….
Turnover …………………………….
Target …………………………….
Profit …………………………….
Shop size …………………………….
No. of staff …………………………….
No. of volunteers …………………………….
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Weldmar Hospicecare Trust Book Shop Manager
Job Description September 2015