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Assistant Manager (Retail)
Dear Candidate, Thank you for your interest in joining our team. This position has become available as our current Assistant Manager has secured the position of Retail Manager in another organisation. The following pages contain a summary of the principal terms and conditions, key dates in the recruitment process and a contents sheet. On receipt of the pack, please check to make sure you have downloaded everything you need to complete your application. The application pack is designed to be completed and returned electronically. I would draw your attention to the person specification which outlines the skills and experience we expect the candidates to possess. It is our usual practice to take up references of the shortlisted candidates in advance of the interview; please indicate on the application your permission for us to do this and ensure that you provide a relevant email address. Should you wish to have an informal chat about this opportunity please contact the following team member: Neil Monsarrat Retail Manager [email protected] 01484 471176
Please note that we are unable to consider CVs. Applicants will only be considered on receipt of a completed application form. Yours faithfully, Matt Mills Chief Executive
University of Huddersfield Students’ Union Queensgate Huddersfield
HD1 3DH Tel: 01484 473 555
Fax: 01484 432 333
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Summary Summary Terms and Conditions
Salary detailed in Job Description
Hours of work detailed in Job Description
25 days pro rata leave per annum, plus bank holidays, discretionary closures at Christmas and Easter
Pension Scheme with 6% employer and 6% employee contributions
Based at University of Huddersfield Queensgate Campus This Job Pack Contains:
Job Application Pack Summary
General Information
The Application Process
Job Description
Person Specification
To complete your application you will also need to visit www.huddersfield.su/jobs to download:
Official Application Form (including Equal Opportunities Monitoring Form)
Electronic Application Process
To reduce costs, avoid unnecessary printing and maximise the reach of our recruitment, we manage the initial stages of the application process electronically. This means all the resources which you need to complete your application will be posted online. The Students’ Union provides application and equal opportunities monitoring forms as word documents for candidates to complete electronically and return by email. Key Dates & Return Address
Vacancy Application Deadline Interview Date
Assistant Manager
31st January 2017 9th February 2017
Return Address: [email protected]
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General Information Huddersfield Students’ Union is a dynamic, fast paced, student-led organisation representing 20,000+ students at the University of Huddersfield. The Students’ Union runs a variety of services for students including sports, societies, campaigning, volunteering and representation as well as a high profile advice centre, lettings agency and shop. Relocation, Member Engagement and Impact
In January 2014 we moved into a new home within a flagship University development at the heart of campus. We have grown, developed and improved our member engagement activities, in Feb 2015 84.7% of our members agreed with the statement ‘the Students’ Union has a positive impact on my life whilst at University’. Total Digital
We are committed to member engagement and know our members expect to be engaged both face to face and digitally. Consequently we recruit and develop team members who can visualise, develop and deliver services to members using both of these mediums. We regularly talk about a ‘total digital’ approach. This does not mean there is no room for traditional modes of engagement and ways of working, but we look at our business processes and touch points with student members to work out how we can better use IT to engage with more of them, ensure our representative work is authentic and our services and activities are what they want.
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Our Vision and Operating Context Our Vision
To have a positive impact on the lives of all our students Our Mission
To make student life better
Our Values: Quality and PRIDE
Quality We will be innovative to continuously improve Partnership We will achieve more for students by working with partners Representation We are democratic and enable students to lead and make change Independence We are independent and always support students Diversity We value diversity and will be inclusive Engaging We will be friendly and inject fun into our work A copy of our current strategy can be reviewed at http://www.huddersfield.su/strategy Our Members
All students at the University of Huddersfield are automatically members of the Students’ Union. Some key facts about our member are:
57% female
68% mature (>21)
68% full-time (FT/S)
97% UK/EU
3% overseas students
83% undergraduate
18% sandwich Our Leadership
Democracy is at the heart of what we do. Five full-time Student Executive Officers are elected annually as Trustees of the Union. Alongside the Executive Officers there are also five external lay Trustees. This group of people have ultimate responsibility for the Students’ Union, its activities, overall policies and decisions about major issues facing the organisation. The Board of Trustees are supported by a team of professional staff and managers who implement policies and undertake the on-going, day-to-day management of the Students’ Union. There is a core team of over 30 people and we employ over 40 part-time team members (primarily students) who work throughout the organisation Our Democratic Structure
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Our democratic governance structure is fully described in the Students’ Union Constitution, and ensures that the organisation is accountable to its student members via the elected Executive. Members are able to guide policy and hold elected members to account through referenda, general meetings, Union Council and the Trustee Board.
Our Staffing Structure
Staff team members are organised into the following departments/activity areas, each led by a senior manager who reports to the Students’ Union Chief Executive, who is in turn accountable to the Board of Trustees. The departmental and line management structure provides a framework for teams, activities and resources to be organised, we however expect all colleagues to work flexibly to deliver the organisation’s strategic objectives. A full staff list is available at www.huddersfield.su/staff
TRUSTEE BOARD
EXECUTIVE COMMITTEE
UNION COUNCIL
REFERENDA & GENERAL MEETINGS
Chief Executive
Head of Voice, Insight & Advice
Student Voice and
Representation
Student Insight and Research
Student Advice
Head of Activities Communications
& Events
Marketing & Communications
Events Programme
Student Led Activities
Head of Finance and Business Development
Finance & Admin
Housing, Safety Environment
Retail
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Our Commitment to Quality
The Union is committed to continuous improvement supported quality programmes. Current accreditations include:
Students’ Union Evaluation Initiative Bronze Award / NUS Quality Students’ Union - Good
Investors in People - Bronze
Advice Quality Mark
Huddersfield Students’ Union has committed to:
Re-securing Green Impact Accreditation
Achieving Investors in Volunteering in 2016
Improving its Quality Students’ Union accreditation in early 2017.
Achieving Investors in Diversity by 2018 Our Finances
The Students’ Union has two principal sources of income; a block grant from the University of circa £1.2 million and surpluses from trading operations which have a turnover of circa £1.2million. The Students’ Union is a registered charity there are no shareholders, only members; any surplus made from our trading operations goes towards providing services for our students. Our Commitment to our team development
We are proud of our staff team who deliver the above strategy and impact for our students. Our leadership team are committed to enabling our staff to develop and succeed. Our Investors in People Silver Accreditation recognises this commitment and 87% of our staff team are proud of and would wholeheartedly recommend the Students’ Union as a good place to work. Other findings from our annual staff survey can be found overleaf.
The Application Process The information provided by applicants is the only information that will be used in deciding whether or not a candidate will be shortlisted for interview. Your application form is therefore very important and the following advice is designed to help you complete it as effectively as possible. This is part of our commitment to ensuring equal opportunities for job applicants. Please do not substitute your CV for a completed application form, as this will not be considered. Planning your Application
Before filling in the application form read the information carefully. Each role has a general job description which lists the main duties of the post and a person specification describing the skills, experience, qualifications and personal attributes we are looking for along with department specific criteria. Please look at this carefully so that you know what working for the Students’ Union involves and the range of expertise required. Using the Person Specification
The person specification is the list of criteria or requirements regarded as essential and desirable for the post. To be considered for an interview you have to fulfill each of the essential points of the person specification which are marked 'Application Form', demonstrating your abilities by telling us about your experiences. You need not address those not marked 'Application Form' because these will be assessed at interview or by references. Before you fill in the application form look at the person specification and decide how to relate your skills, knowledge and experience to each point marked 'Application Form'. Try not to repeat yourself by using just one area of your experience to cover more than one requirement. Draw upon your past and present jobs or interests; you may discover you have a broader range of skills than you imagined. Remember that voluntary work or work at home can be as valuable as paid employment. Ensure that in the application form you address each point marked 'Application Form’ in the person specification as fully as you can. If this is not done, it is highly unlikely that you will be called for interview. The strongest applications will detail with examples how candidates meet all of the criteria, including drawing on previous experiences and transferable skills, whatever it is, the most important thing is to tell us - we are unable to guess or make assumptions. Completing the Application Form
Decisions about who will be selected for interview will be based on the information you give in your application form. Therefore application forms should be filled in as completely and as clearly as possible so that we can consider all candidates on the same basis.
It is important that your application relates to the job you are applying for. Do not
copy the same one for a series of different jobs.
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Make sure you complete the form clearly typing it or in your own handwriting
using black ink (black ink shows up best when photocopied). The Students’
Union prefers to receive forms by email, however we recognize that on occasion
access to IT may be difficult, consequently, the Students’ Union will consider
hand written applications on our standard application form - simply print and
complete in black ink.
The job information will state by which date you are to return your completed
application. Remember to keep a copy for reference. Applications received after
the closing date will not be considered.
Please also complete the enclosed Equal Opportunities Monitoring Form and
return it with the application form.
Shortlisting
After the closing date, the application forms are read very carefully by the Selection Panel to see how each person’s skills and experience relate to the skills and experience in the person specification. Applicants who meet these requirements are shortlisted for interview. Only information contained in the application will be considered in making the decision to shortlist. Interviews
The Selection Panel will be made up of up to four people (including elected Student Officers) who ask similar questions of each candidate covering the person specification criteria. The questions are intended to allow you to expand on your application and to show the panel how far you meet the requirements of the post.
Shortlisted candidates may be asked to complete a task either at or before the
interview (this will be outlined in your invitation to interview).
You will have the opportunity to ask questions about the job, conditions of service
etc.
Panel members keep a record of their assessment of each candidate so that the
reasons for their decisions are clear, consistent and justifiable. You should therefore
expect the Panel to be taking notes.
If you are not able to attend the interview we cannot guarantee that an alternative
date will be offered. The Panel will consider requests for alternative dates as they
arise.
We work hard to ensure that every stage of our recruitment process is fair and properly thought out. We want to ensure that everyone is treated fairly Data Protection Act 1998
As part of our recruitment and personnel procedures we may collect and store sensitive personal data about you. We are required by law to obtain your consent to such data being recorded. Sensitive Personal Data is defined by the Act as information relating to any of the following: racial or ethnic origin, political opinions, religious beliefs, trade union membership, health, sexuality or sex life, offences and/or convictions. In relation to recruitment procedures, it is our policy to store data for 12 months after the date, on which it is submitted, for internal
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auditing purposes. Any information of this nature will be treated confidentially. In relation to individuals appointed to posts, it is our policy to store data about post-holders for the length of their employment by the Students’ Union and for 7 years afterwards (for purposes of providing references). Any information of this nature will be treated confidentially. In signing the declaration at the end of the Application Form you will be giving your consent to sensitive personal information being recorded and stored.
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Job Description & Person
Specifications
Post Title: Assistant Manager Department: Retail Services Responsible to: Retail Manager Responsible for: Team Leaders and Team Members Place of Work: Queensgate Campus Grade & Salary Grade 4 (£19695 - £20907) Hours of Work Full time 37.5 hours per week over 52 weeks.
Purpose of the post To assist in the:
Management, planning and control of the Students’ Union Shop.
Day to day operational management of the Students’ Union shop; ensuring promotions are accurate and merchandised to the Students’ Union standards.
Ensuring staff are fully versed on targets for the day and profitable performance is developed via the motivation of staff.
Ensuring a highest standard of customer service is delivered.
Responsibility for assessing the financial and administrative processes within the retail operations.
Principal Duties and Responsibilities Staffing, Development and Training
Responsible for managing and motivating a team to increase sales and ensure efficiency.
Responsible for developing a team that performs its job effectively to meet customers’ needs. This will be achieved by:
Being responsible for the recruitment and selection retail staff.
Being responsible for dealing with staffing issues i.e. conducting appraisals and carrying out performance reviews.
Responsible for identifying the training needs of retail staff and for the development and delivery of comprehensive training programmes.
Responsible for maintaining efficient training records along with other staff records.
Responsible for the management and deployment of staff in line with current trading and employment policies and ensuring the smooth running of the retail operations.
Responsible for keeping self and staff informed of product information and development.
Responsible for setting operational standards to maintain a high level of customer service.
Finance: Under the direction of the retail manager to be:
Responsible for assisting with all aspects of retail shop cost control.
Responsible for the efficient and timely approval of invoices for payment for all stock and supplies.
Responsible for the control of costs and the ongoing scrutiny of performance ratios to achieve targeted net profit.
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Responsible for the day to day management of the shop EPOS system and use this system to:
Analyse sales figures and forecast future sales.
Analyse and interpret trends to facilitate planning.
Stock: Under the direction of the retail manager to be:
Responsible for managing stock levels.
Responsible for ensuring stock is held at the optimum level to achieve optimum sales and cash flow.
Responsible for identifying new products/ranges, ordering appropriate levels and assigning appropriate retail selling price based on cost.
Responsible for on-going price management of the shop, to ensure prices are held in line with cost prices and ultimately to protect budgeted margin levels.
Responsible for organising special promotions, displays and events.
Responsible for the security and safety of all stock, reporting any deficiencies and remedial actions to the Retail Manager immediately.
Responsible for the ordering and control of stock in accordance with the Students’ Union's financial policies and procedures.
Responsible for all aspects of cash control and security in accordance with the Students’ Union financial procedures and policies.
Responsible for maintaining good relationships with suppliers and progressing orders to delivery.
Responsible for stock being correctly priced and displayed according to agreed levels of gross profitability performance.
Marketing and Promotion:
Responsible for making maximum use of all Students’ Union media in promoting the Shop.
Responsible for ensuring standards for quality, customer service, and health and safety are met and responsible for responding to customer complaints and comments.
Responsible for touring the sales floor regularly, talking to colleagues and customers, identifying and resolving urgent issues.
Premises, Fixtures and Fittings:
Responsible for ensuring that proper procedures are in operation for the internal and external security of the shop and its contents.
Responsible for the proper and safe operation of all equipment.
Responsible for maintaining the highest standard of cleanliness of shop stock, fixtures and fittings.
To attend trade shows, annual conferences and training as directed by line manager.
Policies and Practices:
Responsible for devising and developing good customer care, health and safety, food hygiene and other retailing policies.
Responsible for maintaining efficient information recording and retrieval systems as required.
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Communications:
Responsible for arranging regular staff meetings and discussions with retail staff as required.
Responsible for ensuring that good relationships are developed and maintained with other University and Students' Union departments.
Responsible for informing line manager of all developments relating to the shop.
Responsible for keeping up to date with current retailing trends as they affect the business of the shop.
Other Duties and General Responsibilities: As with all members of staff you will be expected to:
Work in a manner, which reflects the values of the organisation as shown in the Students’ Union’s Constitution, policies and Strategic Plan.
Act in accordance with the personnel policies and procedures as approved by the Staff Committee of the Students’ Union including Health and Safety Procedures and Staff Protocol Agreement.
Act always in accordance with the financial regulations of the Union as outlined in the Constitution and detailed in the Financial Procedures Manual.
Carry out duties with due regard to the Students’ Union Equal Opportunities Policy at all times.
Undertake such other duties as may reasonably be expected given the incumbent’s qualifications, experience and grade.
To contribute to the positive image of the Students‘ Union with students, University & community
To attend and provide reports to appropriate meetings as and when required by the Students’ Union.
To carry out the above duties at other sites of the University as necessary.
Supervision and Work Planning The post holder is supervised by the Retail Manager.
The post holder is responsible for retail staff under line management.
Special Notes and Conditions The post holder may be required to undergo training.
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Person Specification: Assistant Manager (E) Essential
or (D) Desirable Requirements
Measured by: A) Application form P) Presentation I) Interview D) Documentation
Qualifications, Training And Experience
GCSE English and Mathematics Grade C or above D A
Evidence of post sixteen education/training D A
At least 2 years supervision of a retail outlet E A,I
Management of at least 4 permanent staff and larger team of casual staff
E A,I
Familiar with the process of budgets and budget setting
E A,I
Using EPOS systems in a retail environment to support decision making
E A,I
Skills, Knowledge And Ability
Retail trends, with particular reference to the student market
D I
Understanding of retail laws, security, and health and safety
E A
Best practice with regard to stocktaking E A,I
IT skills, in particular Microsoft Office suite E A,I
Good communication skills, both written and oral E A,I
Understanding of retail marketing and visual merchandising
E A,I
Personal Attributes And Attitudes
A strong commitment to high standards of customer care
E A,I
Trustworthy, reliable, approachable and flexible with good attention to detail and demonstrable integrity.
E A,I
Positive approach to best practice and exceeding customer expectations.
E I
Commitment to own professional development. E A,I
Ability to work under pressure and deal with challenging situations
E A,I
Ability to use own initiative and work unsupervised E A,I
Ability to delegate E A,I
Highly motivated, confident and enthusiastic E A,I
Positive about working in member led organisation.
E A/I
A constructive and co-operative approach to solving problems
E A/I
A commitment to the principles and practices of equality and diversity.
E A/I
A commitment to the principles of environmental and sustainable good practice.
E A/I
Eligible to work in UK E D
