Sales Office Manager Scout Shops Ltd (Lancing) Applicant Information Pack

Sales Office Manager Scout Shops Ltd (Lancing) Applicant Information Pack

Contents Page 3 Page 4 Page 7 Page 8 Introduction Job Description Personal Specification Terms and Conditions of Employment

Introduction Thank you for your interest in the above role. This document does not form part of the terms and conditions, but aims to give you more information about the role, its context and an outline of the work you could be involved with. Background to The Scout Association s Headquarters The UK headquarters of The Scout Association is based at Gilwell Park, Chingford, London, and is operationally divided into four directorates: Outline of Role: To manage the Sales Office team, ensuring the provision of an efficient and effective sales/order fulfilment service to the Scouting audience. Applications: The closing date for applications is noon on 07 July 2011. Please ensure in your application form, that you provide a statement as to why you believe you are suitable for the role and what you believe you could bring to the post. Ensure you address the points in the person specification (as attached in the relevant job pack). Please download both the application form and fill in the recruitment monitoring form online. The application form should be emailed to human.resources@scouts.org.uk before noon on 07 July 2011. Interviews will be held at Lancing on a date to be confirmed. Please note that if you have not heard from us within two weeks of the closing date please assume that you application has been unsuccessful.

Job Description JOB TITLE: Sales Office Manager DIRECTORATE: Finance REPORTS TO: Business Development LOCATION: Lancing, Sussex Manager NUMBER OF JOB HOLDERS: 1 DIRECT REPORTS: 6 DATE OF JOB DESCRIPTION: June 11 TSA RANGE: G, 1-5 COMPETENCY LEVEL: 3 1. PURPOSE OF THE JOB To manage the Sales Office team, ensuring the provision of an efficient and effective sales/order fulfilment service to the Scouting audience. 2. DIRECTORATE/DEPARTMENTAL OVERVIEW Scout Shops Ltd (SSL), a wholly owned subsidiary of The Scout Association, returns all financial surpluses to TSA to support projects to enhance the lives of many thousands of young people involved with Scouting. Scout Shops Ltd, currently produces and sells retail product to internal and external markets, through two sub brands Scout Shops and Outdoors. Ranges include uniforms, leisure garments, souvenirs, publications, badges and outdoor equipment. With a turnover in excess of 7m in the UK, a product range of 2,000 lines, and 55,000 orders processed annually and dispatched to both a wholesale and consumer customer base, the business is the fundamental component to servicing the merchandise requirements of the Scout audience. 4. QUANTITIVE DIMENSIONS OF THE JOB Budget Key Responsibilities: Internal; All departments based at Lancing Headquarters, especially Buying and Accounts. External; Customers.

Responsible for: Staff Sales Office Assistant Manager Sales Office Assistant x 5 5. PRINCIPAL RESPONSIBILITIES PRINCIPAL ACCOUNTABILITIES % of time spent (Non - managerial) Responsibilities: To achieve or exceed weekly, monthly and annual sales targets as set by the Business Development Manager. To acknowledge and actively respond to all correspondence within 48 hours of receipt To process all orders within 24 hours of receipt. To follow up outstanding orders within 21 days and keep customers informed of progress. To actively contact current and potential customers, promote sales and keep a record on the customer s profile. To be proactive in the sourcing of new customers. To offer service excellence to all customers. To recommend enhancement to procedures. To proactively communicate with the customer base, wholesale and badge secretary accounts via a variety of mediums e.g. email, fax, telephone and News from Lancing. To oversee head office showroom, staffed by Sales Office personnel. Main Tasks: To continually review and improve the efficient running of the Sales Office and to allocate work as necessary. To ensure all orders are accurately processed through the system in a timely manner, ensuring maximum efficiency. To develop and improve sales by coaching, developing and training staff. To maintain and develop regular links between the Company and its customers and to swiftly remedy any queries/problems generated from customers with the minimum delay. To proactively promote the Company, its image and sales at all

times to new and existing customers. To ensure telephone lines are manned at all times, which are appropriate to the customer base. To actively contribute to the development of the web sites. Run purchase orders for special order scarves. To ensure an accurate and up to date record of all customer transactions. To construct quotations for new business. To attend various outdoor events with a mobile shop when required. To ensure all sales promotions are actively sold to customer base. To undertake any other duties commensurate to the post. 6. OTHER INFORMATION Occasional unsocial hours working, including weekends and evenings. Occasional travel required and overnights.

Person Specification E = Essential HD = Highly Desirable D = Desirable KNOWLEDGE A level or equivalent in English and Maths. E Knowledge of Scouting. HD Knowledge of Scouting. HD EXPERIENCE Two years general office experience. E Experience of computerised invoice preparation and processing. HD Office supervisory experience. HD Telesales experience. HD SKILLS High ability in keyboard data input entry. E Ability to work to strict deadlines. HD Ability to word process. D Numeracy skills for invoice preparation, processing and checking. (particularly ability to calculate percentages). E Ability to respond to telephone enquiries from customers. HD Ability to raft routine correspondence. HD Ability to construct written communication from assimilated information in an imaginative and interesting way. HD Ability to organise efficient office administrative systems, meetings and events. E Ability to work to medium and long term deadlines within a complex range of targets. HD Ability to organise effective support to others and be a co-operative team member. E

What s in it for me? Annual Salary: 34,034 per annum Band and Level: Band G, Level 1 Salaries are paid monthly by direct transfer on or about the 20 th of the month. Overtime is not paid although time of in lieu may be authorised. Hours of Work: 35 hours per week Location: Lancing, West Sussex Holiday Entitlement: 23 days per year plus bank holidays. This increases after two years service to 26 days and after five years to 30 days. Probationary Period: This post is subject to a 6 month probationary period. Notice Period: 1 Month Employee Benefits an introduction The Scout Association is keen to ensure that employees are offered a range of attractive benefits. At the same time, we also need to cater for a variety of needs and lifestyles. Benefits apply to employees upon completion of three months in their role unless otherwise stated. Looking After Your Health and Wellbeing Simply Health Medical Scheme Employees have access to the Simply Health medical scheme. Full details are available on employment but a summary of the benefits is as follows: Dental 100% - up to 120 Optical 100% - up to 120 Face to face counselling sessions up to 6 sessions Private consultation and diagnostics 100% - up to 300 Physiotherapy/Osteopathy/Chiropractic/Acupuncture/Homeopathy 75% - up to 300 There is an opportunity to add a partner and up to four children to this scheme at an additional cost to the employee. Sickness Absence The Association pays sickness above the statutory minimum requirement. Keeping fit and active Employees can benefit from discounted rates on gym membership. Being a member of the Health Club and Wellbeing Scheme gives you and your family access to the lowest corporate membership rates at over 2,000 health clubs, gyms and leisure centres across the UK.

Food and Drink Free lunch is provided to all employees when they are working at Gilwell Park, between Monday and Friday. Alternative arrangements are in place for staff at our Scout Activity Centres. Free beverages are available at all sites. This benefit is available immediately upon taking up employment. Looking After Your Future Pension For all employees, the Association has a Group Personal Pension Plan. This plan allows employees to contribute a minimum of 1.5% of their gross salary up to the maximum allowed within HMRC limits. The Association will contribute twice the employee s contribution, up to a maximum of 10% of gross salary. Life Assurance All employees are covered by a scheme which pays two times the basic salary in the event of death in service. Getting To and From Work Interest free season ticket loan Employees may apply for a loan to assist with the purchase of a travel season ticket. The loan will be paid back monthly by automatic deduction from salary. Car parking All sites offer free car parking to employees Cycle to Work scheme This scheme is a form of salary sacrifice which enables employees to purchase a bicycle through the Government s Cycle to Work Scheme and can save you up to 50% on the retail value (depending on the employees tax bracket). Minibus Service (Gilwell Park) A minibus service is provided which collects colleagues at 08:40 and 08:50 from Chingford Station and drops off to the same location at 17:00 hours. Looking After Your Nearest and Dearest Carer s Leave Up to three day s paid leave a year please see our Leave policy. Maternity Leave The Association pays maternity leave above the statutory minimum requirement. Paternity Leave The Association pays paternity leave above the statutory minimum requirement. Childcare Vouchers

This scheme is a form of salary sacrifice, enabling employees to purchase childcare vouchers. Start and finish time Employees can apply for some flexibility on their start and finish times of work. Making Your Money Go That Little Bit Further Scout Shops purchase Employees can make purchases from Scout Shops LTD with a discount of 25% on certain items, excluding uniforms. Restaurant discount card This discount card is in conjunction with TasteCard and allows a range of discounts (up to 50%) on a range of restaurants across the UK. This can be purchased for approximately 30. Developing Yourself and Others Study and volunteer leave Special leave includes paid leave for volunteering and study leave.