We’re looking for an organised, friendly, and proactive person who thrives on variety and enjoys working with people. In this role, you’ll be the go-to contact for our retail team, helping with everything from financial reporting and Gift Aid administration to volunteer records, stock coordination, and seasonal campaigns.
Responsibilities
* Act as the first point of contact (‘help desk’) for all retail-related queries from shops, café, warehouse, and public, handling in-person, telephone, email, and social media communications.
* Draft and distribute professional correspondence, including mailshots, newsletters, volunteer communications, and operational updates using tools such as mail merge or digital platforms.
* Support the production and distribution of operational resources (e.g., posters, signage, rotas, price lists, and templates).
* Respond to customer queries regarding donations, events, and product orders, including seasonal campaigns such as Christmas merchandise.
* Liaise with the Marketing/Comms team on any retail-related issues requiring wider communication or promotional coverage.
* Assist in the processing of weekly sales figures and banking information from all retail outlets (physical and online).
* Help monitor, record, and report on income from online platforms such as eBay, PayPal, or card payment systems.
* Support accurate Gift Aid recording, checking, and database entry in line with current HMRC guidance and hospice procedures.
* Assist in the preparation purchase orders, process invoices, and track expenditure against budgets as directed.
* Assist with petty cash reconciliation and cash handling tasks where appropriate.
* Maintain up-to-date records of retail volunteers, including application processing, onboarding paperwork, training logs, and rota coordination.
* Assist in volunteer recruitment activities, including organising and promoting open days, coordinating application packs, and maintaining communication with applicants.
* Support line managers and team leaders with routine volunteer communications and appreciation activities.
* Support the day-to-day administration of retail operations including filing, photocopying, data entry, stationery ordering, and other clerical tasks.
* Assist in the logistical coordination of new shop openings, stock movements, and seasonal campaigns.
* Provide cover or additional support during peak times or exceptional circumstances (e.g. shop closures, urgent stock requests, team absences).
* Help maintain accurate records, databases, and retail systems to support operational decision-making and reporting.
Skills and Qualifications
* GCSE English Language and Maths at Grade C or above or equivalent and1 years’ experience working in a customer focused environment providing administrative support.
* OR2 years’ experience working in a similar environment providing administrative support.
* Competent in Microsoft Office packages.
* Experience working in a retail or charity environment.
* Understanding of Gift Aid and fundraising regulations.
* Familiarity with volunteer management or recruitment.
* Knowledge of online selling platforms (e.g., eBay, Shopify)
Further Information
Salary: £23,993 - £26,865 (pro rata per hours worked).For further details, kindly review the Job Description and Specification. Should you have any queries, please do not hesitate to reach out to a member of our People & Organisational Development Team at 02890 781836.The deadline for applications is Thursday 25th September 2025 at 4pm. We recommend submitting applications at least 15 minutes prior to ensure smooth processing.Please be advised that all correspondence will be sent to the email address provided on your application form. Kindly check your 'junk spam' folder as emails may occasionally be filtered there due to personal email security settings.We are an equal opportunities employer, and we welcome applications from all suitably qualified persons
Vacancy ID 1735145 Job ref. 25101 Job Sector Secretarial and Administration Area Co Antrim Location Newtownabbey Salary See further information No. vacancies 1 Contract Type Permanent Weekly hours 18 Published date 12/09/2025 Closing date 25/09/2025 Worktime Monday to Friday, times to be confirmed.
#J-18808-Ljbffr