Imperial Collegeunion

IMPERIAL COLLEGEUNION

JOBDESCRIPTION

JobTitle: AssistantRetail Manager

Grade: OperationalServicesLevel3a

Responsibleto: Retail Manager

Responsible for: Retail Assistants, and the Retail Assistant & Stock Keeper (0.5 FTE).

Campus: South Kensington based within Imperial College Sherfeild Building.

Strategic Relationships:Social Enterprise Manager,Sabbatical Officers Trustees, Union Marketing Department, Union Finance Department, External Suppliers, Senior Management Group Members, College facilities management, cleaning contractors, external clients.

Summary of the Post: Assist and support the Retail Manager with all aspects of the day to day running of the Retail Outlets and Online shop.

The Assistant Retail Manager will drive income through the effective deployment, management and motivation of staff, appropriate product selection and promotion, speed of service, whilst providing first class customer care at all times.

To ensure that all administrative areas of ICU Retail are

operated in the most efficient and effective manner.

To effect the best levels of service possible in all

areas, providing the highest standards of accurate and

efficient record keeping, both manually and electronically.

The post holder will deliver profit through quality, maximizing

income whilst always delivering good value.

Key DutiesandResponsibilities

OPERATIONAL

To oversee all operational/administrative functions of all Retail Outlets.

To maintain stock replenishment systems and ordering/purchasing schedules for all retail outlets.

To undertake other purchasing as needed for all Retail Outlets.

To negotiate with suppliers at all times to ensure the best possible prices and service can be passed onto our customers, thus ensuring our competiveness in the market place.

To participate and contribute to special projects on a wide range of issues that impact the Retail Shops, such as but not limited to stalls at events such as graduation days.

To ensure that all end of month procedures are carried out correctly and in a timely manner.

To maintain and update our EPOS and stock tracking systems to provide accurate information for all stakeholders.

To ensure that adequate supplies of consumables, including till rolls and carrier bags are always available.

To update all cost and selling prices accurately into the EPOS and Ecommercesystems, including supplier debits and credits.

To ensure that any price changes are immediately implemented on the EPOS and e-commerce systems.

To assist the Retail Manager with stock takes as required.

To prepare reports on stock and sales from the retail outlets and e-commerce site for the Retail Manager.

To gather feedback from many sources such as surveys, sabbatical officers, student Clubs, Societies and Projects and Union members to assist the Retail Manager to continuously evolve the retail offer,and to develop and deliver written action plans in response to feedback.

To monitor all equipment as well as the fixtures and fittings and report any issues to the Retail Manager so the equipment in the department is maintained to a high standard.

To be prepared to work in other Union outlets as required.

Staff Management

To provide clear and unambiguous guidance to the retail team so they can provide our members and customers with a well-run, professional and consistent service on all levels.

To cascade any instructions or feedback from the Retail Manager, Social Enterprise Manager and other senior managers to all relevant members of the team.

To coordinate the work of other Social Enterprise staff members if and when required and delegated by the Social Enterprise Manager.

To ensure that the retail teams adhere to all relevant legislation, including Health and Safetyand Hygiene laws, as well as Union and College polices.

Financial Management.

To assist the Retail Manager with the developing and management of the annual budgets and forecasts for all Retail Outlets.

To keep safe and to reconcile all money in accordance with the Union’s Financial Procedures; and to inform the Retail Manager of any irregularities immediately.

To maintain financial controls and ensure that the Finance department receives all relevant financial information promptly, in accordance with the Union’s financial procedures.

To adhere to the opening and closing procedures for all Retail Outlets including keys, alarms and security of cash.

To keep precise information on trading patterns to help better inform budgets and future activities.

Marketing and Business Development

Plan, organize and execute seasonal and new term promotions.

To identify possible product development through monitoring of stock and staff/customer consultation.

To identify, communicate and act upon merchandise assortment opportunities and issues.

To ensure the consistent introduction of new lines and promotions where applicable and respond to seasonal trends as appropriate.

Develop and deliver action plans in response to the results of the Union Survey and other market research initiatives in conjunction with the retail manager.

To work with the Retail Manager and Social Enterprise Manager to project manage the development of any relevant new outlets

Customer Service

To ensure the levels of customer service in each retail outlet consistently reflects the Customer Service Promises established by the Union.

To provide leadership through personal example for excellence in customer service.

To lead a culture of excellence in customer service, ensuring that customer needs and expectations are exceeded whenever possible.

To monitor the mechanisms for receiving customer comments and complaints.

To deal with all types of customer feedback in a courteous, friendly and efficient manner.

To assist the wider retail team to ensure that all staff receive training in customer service on a regular basis.

Health and Safety

To ensure that the Union’s Health and Safety Policy and appropriate Health and Safety legislation and best practice are adhered to at all times.

To ensure the health and safety of customers, suppliers and visitors to all retail outlets.

To ensure that relevant training is carried out, regularly reviewed and updated as set out by the Retail Manager.

Toensure thatthe team are familiar with all evacuation procedures and provide training for staff so these procedures are understood by all members of staff.

To ensure the health and safety of customer, suppliers and visitors to the department and the Union’s one-off events.

To ensure that the Union’s and College’s Health and Safety policies and appropriate Health and Safety legislation is adhered to to all times and to provide leadership in health and safety management for the department.

To guide staff in health and safe working practices, and to ensure that the department has adequate cover in terms of first-aiders and fire marshals.

Other Duties

To assist the Retail Manager with planning and promotingthe development of all, including any new Union Retail outlets.

To be flexible in the times of working hours within the agreed pattern of trading hours and be prepared to adapt hours to the needs of the business where necessary.

To undertake any other reasonable duties as requested by the Retail Manager.

To attend meetings and training events as requested.

ToabidebytheUnion’sConstitution,PoliciesandProceduresandallrelevantCollegepoliciesandregulations atall times.

TocontributetothepositiveimageoftheUnionwithstudents,theCollegeand thelocal community.

8.0Specific Duties

To liaise with the College Facilities Management and Central Services Manager to ensure the retail spaces are clean, tidy, safe and operational.

To prepare and maintain any reports and records or other administration tasks as set by the Retail Manager.

To help train and provide support for other members of Social Enterprise team.

In conjunction with the Retail Manager, to coordinate the retail team to deliver appropriate services for major events, such as the Summer Ball event, Graduation stalls and careers fairsin addition to normal tradingpatterns.

To be responsible for the safekeeping of all keys, passes, passwords

and codes and to ensure that proper security measures are in place in

order to prevent unauthorized access to restricted areas or items.

9.0 Training andProfessional

Development

ImperialCollegeUnionconsidersregularandon-going training asessentialto job satisfaction and career development. Itisexpectedthatthe

post-holderwillbe offered theopportunityto participatein trainingthatisrelevanttohis/herdutiesand thepost-holderwillbeexpected toundertakesuch training as maybereasonably practicable.

Notes

ImperialCollegeand ImperialCollegeUnionarecommitted to equalityofopportunity andto eliminating discrimination. All employeesare expected to adhere tothe principles set out in the College’s Equal Opportunities in Employment Policy, Promoting RaceEqualityPolicyandDiscriminationPolicyandallotherrelevant guidance/practice frameworks.