Retail and Administration Assistant

Retail and Administration Assistant (Part-time)

Godalming

Charterhouse is a beautiful school in a 250-acre campus – a wonderful setting for the whole community to live and work together and a splendid backdrop for teaching and learning.

Founded in 1611, Charterhouse is one of the world’s leading coeducational independent schools, welcoming boarders and day pupils at 13+ entry and 16+ entry.

Resource Centre (Retail)

In a recent restructuring, the School Shop has been integrated into the School’s new Resource Centre; a central hub incorporating both Resource Centre (Retail) and Resource Centre (Services) to support the academic life of the School.

The Shop is a busy unit combining principles of a typical retail environment with that of a back-office central purchasing unit, requiring the team to be equally at home selling products to customers across the counter as behind a PC fulfilling a range of core administrative functions. The unit supplies a wide range of stationary and office supplies, academic books, toiletries, sports equipment and second-hand clothing and Charterhouse memorabilia, including engraved glassware, Alumni ties and clothing, books and art prints etc

Retail and Administration Assistant – Overall Purpose and Responsibilities

To assist the Retail Manager, along with other members of the Retail team in the safe, efficient and economic operation of the Charterhouse shop.

Retail and Administration Assistant – Main Duties

• To support the Retail Manager in providing an efficient retail and purchasing service to pupils, parents, teaching and support staff, Old Carthusians (alumni) and other customers.
• To ensure all transactions are executed in the correct manner, using the retail Point of Sale (‘POS’) system to ensure all accounts, money, credit cards, book tokens, top up machines, cheques are charged correctly.
• To assist the Retail Manager in the ordering of stock to ensure levels of core stock items are maintained at agreed levels at all times.
• To accurately check and process incoming deliveries, ensuring the stock and POS system is updated accordingly.
• To ensure that all items are charged to the correct accounts/departments, ensuring you have communicated with each department on their order status.
• Assist the Retail Manager in the annual stock count, by preparing the stock count sheets, working through the results and inputting them into the retail system once agreed by the Retail Manager.
• To take Mail Order enquiries, via phone or email, process correctly at the till and dispatch in the appropriate manner according to the value of goods.
• To assist customers with enquiries about uniform, sports clothing and accessories as required.
• To identify opportunities for new stock / update stock – contacting suppliers for samples and pricing information
• To assist with considerable back to school orders for back-to-school orders in August.
• To process all incoming department book orders throughout the year and charge via the POS/Retail bulk transaction system.
• To process end of quarter book token prizes.
• To ensure the correct and accurate receiving, processing and sale of Secondhand uniform and ensuring that all accounts/individuals are charged correctly.
• Run the end of day and end of week banking and report reports as necessary and file accordingly.
• To maintain excellent standards of retail floor presentation, product displays, stock rotation, hygiene and cleanliness at all times throughout the unit. To ensure the stockroom is maintained in a safe and tidy manner.
• To carry out other core administrative functions as required from time to time such as laminating, report binding, phone card top-ups, postage, data entry etc.
• To co-operate with the Retail Manager to work in a safe and competent manner under the provision of the Health & Safety at Work Act 1974, School Health & Safety Policy and/or any other relevant legislation or Code of Practice, in the respect of the retail outlet.
• Any other duties as may be reasonably required by the Retail Manager.

Person Specification

ESSENTIAL

Sound IT skills and competent in the use of Microsoft Word, Excel and Outlook and a willingness to learn new systems.

Track record in basic office administration

Good command of written and spoken English

Numerate

Experience of working with a range of office equipment

Team worker capable of working with a wide range of people

Strong sense of customer service

A systematic and through approach to work

Meticulous attention to detail

Flexible and willing to ‘muck in’ with a hands on approach

Friendly and highly professional in manner and approach to work

Able to multi-task

Able to work under pressure at times.

DESIREABLE

Experience of using Electronic POS system

Experience of working in a customer service/sales environment

Retail experience

This role is term-time plus, working 40 weeks a year with core working hours being Mondays and Wednesdays, 8.30am – 4.30pm and approximately 7 Saturdays per year, 9am – 12pm (term time only).

The facility is closed for three weeks at Christmas, 2 weeks at Easter, a week at each of the half term breaks and you will not be required to work a four week block through July/August (the exact dates are agreed annually and are determined by the academic term dates).

Salary: £25,436 gross per annum (FTE)

SAFEGUARDING

The Job Holder’s responsibility for promoting and safeguarding the welfare of children and young persons for whom they are responsible, or with whom they come into contact, will be to adhere to and ensure compliance with the School’s Safeguarding Policy at all times. If, in the course of carrying out the duties of the post, the Job Holder becomes aware of any actual or potential risks to the safety or welfare of children in the School they must report any concerns to the School’s Designated Safeguarding Lead.

All successful job applicants will be required to undertake a Criminal Record check and to undergo child protection screening.

Closing date for applications is 5.00pm on Wednesday 17th January 2024