Retail Operations Support Manager

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Retail Operations Support Manager

Application Deadline: 6 February 2025

Department: Retail

Employment Type: Permanent - Part Time

Location: Winnall

Reporting To: Rob Gordon

Compensation: GBP 21,600 / year

Description

Are you meticulous and detail-oriented with an interest in retail audit and compliance?

We're seeking a Retail Operations Support Manager to ensure our retail operations adhere to the highest standards of regulatory compliance and internal audits. If you excel in identifying risks, implementing controls, and ensuring operational integrity, we want you on our team!

The Retail Operations Support Manager is responsible for identifying, monitoring and reporting on audit and compliance. Including financial, health and safety and shop administrative operating processes and procedures to ensure the Retail function is fully compliant, meeting legal obligations, industry best practice and effectively demonstrating the management of risk.

Reporting to the Head of Retail and working with members of the retail team, this role ensures that all shops operate legally, safely and efficiently, always adhering to the Trust's policies and procedures.

Key Responsibilities

Operational Audit Assessments

• Conduct regular planned and, as needed, unplanned visits to all shops to perform audit and compliance assessments and reviews, following a predefined standard set by the Head of Retail.
• During visits, identify, monitor and report to the Head of Retail on financial audit compliance in areas such as:
  • Till voids
  • Refunds
  • No sale transactions
  • Petty cash
  • Gift Aid
• Collaborate with the Finance team as the main contact for Retail audit and compliance information, especially for external Auditor inspections.
• Provide the Head of Retail with information on recommendations from external Auditors regarding necessary changes and improvements to Retail audit and compliance processes, as directed by the Finance team.
• Audit and report on all shop operating health and safety procedures and processes during visits to demonstrate risk management and compliance. Use shop risk assessments, action points from health and safety inspection reports, and the health and safety and fire risk management responsibilities outlined in the Shop Manager and Assistant Shop Manager job descriptions as reference documents. Attend all quarterly health and safety meetings to update on progress and highlight any issues.
• Identify training needs for shop teams (employees and volunteers) to maintain shop standards using the "Minimum Standard Checklist". Report these needs to the Head of Retail. Ensure that the Shop Manager and Assistant Shop Manager achieve and maintain a minimum standard of training and understanding in compliance areas so that all shops operate legally, safely, efficiently, and adhere to the Trust's policies and procedures at all times.
• Produce written reports and spreadsheets in a predefined format to formally record shop visits and audit compliance assessments, following industry best practices.

Training compliance

• In conjunction with the People team, monitor, and follow up on the completion of the health and safety online e-learning training for Retail. Report progress and compliance percentages to the Head of Retail.
• Support Shop Managers and Assistant Managers with training on Wil-U and on an ongoing basis to maintain financial reporting standards and compliance as part of audit and compliance responsibilities.

Operational management

• Establish and maintain good working relationships with the Shop Managers, Assistant Managers and their volunteer teams using consistently effective verbal and written communication skills.
• Ensure a thorough and accurate understanding of all audit, compliance, and Trust operating procedures to provide accurate, consistent, and best practice advice to Shop Managers and Assistant Shop Managers.
• Build and maintain good working relationships with other members of the Retail team and internal and external stakeholders to ensure effective collaboration.
• Ensure the Shop teams understand and embody the Trust's Values (ASPIRE) through their actions and behaviours.
• Carry out any other duties as reasonably requested by the Trust to ensure the continuous development of the Retail business.

Skills and Experience Required:

Essential

• Full understanding of audit and compliance responsibilities and the relationship with the management of organisational risk.
• Flexibility and proven ability to work in a fast-paced environment, to deliver targets and projects to agreed timescales.
• Able to identify issues and actively problem solve.
• Strong planning and organisational abilities, capable of prioritising and managing multiple tasks.
• A good communicator, able to consult confidently, with proven ability to engage, influence and negotiate.
• Experience of handling sensitive and confidential information with discretion.
• A full driving licence is essential, as significant travel involved.

Desirable

• Experience of working with volunteers.
• Sound knowledge of charity retail industry trends, customer behaviour and best practices.
• Experience in retail management, ideally from a multi-store/site environment.
• Proficient in using Microsoft Office Products, retail management software and associated technology tools.

Hours and Benefits:

Working 30 hours per week

Salary - GBP 21,600 per annum (GBP 27,000 FTE)

Benefits include a competitive salary, 28 days holiday (pro rata), group pension scheme, health cash plan, and the opportunity to work in an organisation where every job matters!

You will need to be eligible to work in the UK to be considered for this role. The Trust is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all employees and volunteers to share this commitment. Successful applicants will be required to apply for a standard disclosure from the Disclosure and Barring Service (formerly Criminal Records Bureau) and asked to provide satisfactory references covering the last 5 years.

The Trust is dedicated to fostering a diverse and inclusive workplace. We actively support and encourage applications from individuals of all backgrounds and cultures.

Should you require any adjustments at either the application or interview stage, please contact us at 01962 760060.

If you would like to speak to someone before applying, then please contact Clare Froud, HR Advisor on 01962 763713.

We reserve the right to close this vacancy earlier than the advertised date once sufficient suitable applications have been received.

Once a vacancy has closed, we are unable to consider further applications, so please submit your application as soon as possible to avoid disappointment.