Job Description – Office Supervisor by etssetcf


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									                                         Job Description – Office Supervisor
Our Company:                   The Garden & Leisure Group is one of the UK’s most successful garden and leisure
                               retailers, comprising of seven garden centres assisted by a head office support team. We
                               pride ourselves on a vision and determination to offer our customers an enjoyable day-out
                               and a totally different garden and leisure shopping experience

Department:                    Administration

Reports to:                    Store Director / Store Manager

Hours of Work &                Permanent, full or part contract (up to 40 hours per week over seven days to include ad-hoc
Contract:                      weekend and bank holiday working). Contracted hours of work will be dependant upon
                               size of store.

Job Summary:                   Undertake payroll and personnel administrative tasks for the store; delivering timely and
                               accurate information to the Payroll and Personnel Departments (located at head office) in
                               line with company deadlines and procedures. Provide a professional & confidential
                               secretarial and administrative service to the Store Director/Manager.

Essential Skills,                    Good working knowledge of Microsoft Office suite of software (including Outlook,
Experience and/or                    Excel & Word)
Qualifications:                      Proven experience of working in a personnel or payroll administration environment
                                     and/or in a senior management level PA/secretarial role
                                     Good organisational skills, able to prioritise, make decisions and work effectively
                                     within a sometimes pressurised environment
                                     Strong attention to detail and accuracy skills
                                     Excellent secretarial and administrative skills
                                     Ability to work as part of a team, on own initiative and with minimal supervision
                                     A flexible, highly motivated, proactive and ‘can do’ working style
                                     Strong written and oral communication skills. Ability to communicate with colleagues
                                     at all levels of seniority and liaise effectively with other internal departments and
                                     external contacts
                                     Experience of dealing with information of a sensitive and confidential nature
                                     Strong interpersonal skills
                                     Hold a full driving licence
                                     Confidentiality and discretion, including full understanding of the implications of the
                                     Data Protection Act

Desirable Skills,                    An RSA or equivalent qualification
Experience and/or                    Previous experience of working in a Retail environment
Qualifications:                      Educated to ‘A’ level or equivalent standard
                                     Shorthand & audio typing

Main Duties &                        Collate information from timesheet recording (clocking in) system; match timesheet
Responsibilities:                    information to all necessary exception forms (e.g. holiday/sickness) and investigate
                                     anomalies, ensuring that company procedures are adhered to
                                     Submit weekly pay exception reports to central personnel / payroll team
                                     Administer store recruitment / new starter processes in line with company policy
                                     Monitor lateness for store employees
                                     Distribute letters and other paperwork (sent by head office) to employees
                                     Accurately minute hearings relating to performance, capability, attendance and
                                     retirement etc.
                                     Ensure that all resignation letters are forwarded to the personnel department in a timely
                                     Order and control issue of store personnel uniform and PPE
                                     Assist the Training Administrator (based at head office) in ensuring that the
                                     company’s in-house and external training programme is adhered to
                                     Ensure information held at store level is held/disposed of in accordance with Data

Office Supervisor, AOS1, updated 07/07
                                     Protection legislation and company policy
                                     Provide basic payroll & personnel information support to store employees
                                     Manage Store Director’s / Manager’s diary and correspondence, draft letters/emails,
                                     prepare spreadsheets and carry out other general office administration
                                     Provide first point of contact for Store Director’s / Store Manager’s calls and direct
                                     these accordingly
                                     Minute management meetings as required and distribute to relevant parties
                                     Arrange internal and external meetings for the senior management team, including
                                     travel and accommodation, liaising with appropriate Group personnel where
                                     Book hire cars for store personnel in line with company procedures
                                     Undertake DSE process for all office/administration PCs in line with Company
                                     Manage a number of back office functions including: distribute incoming faxes;
                                     stationery supplies (orders and month end stock takes); arrange engineer visits for
                                     photocopiers and fax machines; petty cash; collate and submit non-financial
                                     information/reports e.g. utility meter reads
                                     Assist with employee staff discount card administration and manage procedure for
                                     franchise employees
                                     Maintain a good level of understanding and compliance to company policy, process
                                     and procedure relevant to area of responsibility, provide information and guidance to
                                     store personnel where necessary
                                     Direct potential new suppliers to the company’s dedicated webpage
                                     Various ad-hoc projects due to the size of the department
                                     The role is predominantly office based however there may be a requirement for
                                     occasional travel to other locations. This travel may include overnight stay

Other Duties &                       To maintain a good level of personal presentation
Responsibilities:                    To comply with the Data Protection Act at all times
                                     To actively follow company policies including our 'Equal Opportunities' Policy
                                     To attend staff meetings and training as required
                                     To observe the company’s Fire and Health & Safety Policies
                                     To maintain housekeeping standards
                                     Carry out any other duties within the scope, spirit and purpose of the job, the title of
                                     the post and its grading as requested by the Store Director / Store Manager
                                     To maintain accurate administrative and IT records as directed

                               Dependant on experience and qualifications:
Salary Banding:                £13500 - £17500 per annum pro-rata
                               (Job Reference No. AOS1)

Benefits (minimum                    5.6 weeks holiday per annum including Bank Holidays. Holiday and time in lieu to be
qualifying service is                taken in consideration of other employee holidays and the company’s major sales
required for some                    periods
benefits):                           Flexible benefits package
                                     Company Sick Pay
                                     Stakeholder Pension Scheme (including company contribution and Death in Service
                                     Healthcare Scheme
                                     Staff Discount
                                     Subsidised staff restaurant
                                     Free Parking

Other Information:             This job description reflects the present requirements of the post. The job description will
                               be reviewed annually as part of the appraisal process. As duties and responsibilities change
                               and develop, the job description will be subject to amendment in consultation with the

Office Supervisor, AOS1, updated 07/07

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