Office Manager

RELATIONSHIPS 
INTERNAL

Owner Operator
Store Manager
Department Managers
Store staff
HR/Training/Compliance Manager

EXTERNAL

Banks
Suppliers
Service providers
FSNI Retail Business Team
Other FSNI employees
Other store Office Managers

COMMITTEES

Store Management Team
Health and Safety Committee

ACCOUNTABILITIES 




STRATEGIC



Assist in establishing and driving the store direction and performance within the overall format and store specific guidelines to achieve defined business and specific department targets. 
Embrace, drive and continuously improve best practice operational standards of the Four Square format, supporting new initiatives from the FSNI Retail Support Team and constantly seeking to meet or exceed operational delivery standards. 





OPERATIONAL



Responsible for ensuring the effective management of staff records including personal details, pay rates, rosters, etc. as well as time & attendance review and editing and leave accruals and entitlements.  
Responsible for payroll processing and authorisation as per store policy and PAYE reconciliation and payment.
Responsible for determination of store liability and timely payment as required.
Manage online banking process including direct credit payments, payroll, inter account transfers and deposit verification.
Responsible for ensuring the receipt and control of inwards goods documentation, packing slips, invoice - packing slip verification, management of proof of delivery requests, price verification, management of credit requests, statement reconciliation, account payments and statement analysis.
Responsible for receipt and processing of purchases (packing slips), extension of stock sheets, and production and verification of GP reports. 
Responsible for management of daily processing of sales banking including control of non-cash items such as vouchers, Xmas club stamps, coupons, income support, charge sales, end of week reconciliation of sales banking, change float management, and end of week review of checkout operator results including auditing of âsensitiveâ transactions.  
Assist as required in âTraxâ processing, management of non-sales banking, reconciliation of non-standard products and processes (e.g. gift cards, photo processing, café, Rug Doctor and vending machines). 
Management of daily Lotto balance, float creation, and banking. End of week reconciliation to the Lotto settlement report. Completion of Lotto cash book and reconciliation to the bank statement. Reconciliation to monthly Lotto invoice.
Manage filing of daily POS and Buyer generated invoices, weekly/monthly statement production and control of delinquent accounts. 
Enter data from source documents including G/L code verification, reconciliation with bank statement and GST reconciliation and payment. 
Assist with stock administration as required, undertakes stock sheet extensions, ensures appropriate separation of âBeforeâ And âAfterâ packing slip data, and completes stock take information sheet provided by Retail Business Services. 
Ensure adequate communication channels exist within the store including mail, email, and verbal processes. If required prepare internal reporting for owner
Control stationery supplies and costs. 
Build relationships with the Department Managers and individual Employees, to better understand department & individual employeeâs needs and expectations.





FINANCIAL



Ensure costs are kept within the parameters set out by Owner Operator. Achieve cost goals through monitoring department systems in an effective and timely manner.
Manage assigned activities, promotions and initiatives within plan, budget and resource deployment delegations.





STAFF MANAGEMENT



Assist in recruitment of all team members into the department.
Ensure all team members receive an appropriate induction / orientation to the department and receive appropriate ongoing training support. Trains the team members as required.
Actively promote high quality internal customer service ensuring that staff are trained to the store standard in service, present themselves professionally to store guidelines, and meet the agreed service standard at all times.
Complete and document performance management discussions with all team members.
Put in place initiatives to assist in the retention of staff and reduction of staff turnover as appropriate.
In conjunction with Owner Operator and HR / Trainer ensures succession plan is in place for all key roles within the department & ensure all staff are aware of development opportunities available to them.
Guide all department members through identified training to achieve desired standards of performance.
Support the employees in the department involved in specific programmes / courses e.g. Management Development.
Manage holiday and lieu day levels to ensure liability is kept under control. 
Ensure all staff management practices within the office comply with store policies on employment, attendance, health and safety, training, leave, discipline etc, such that all staff in the office know they are being treated consistently.





COMPLIANCE



Ensure that record retention meets legal requirements. 
Ensure regulatory compliance across the office in all areas relating to regulatory impact, including but not limited to compliance with store policies, and health and safety program.
Have an understanding of health and safety management responsibilities relative to the position, including:
Ensuring all methods to identify and manage safety hazards are fully adhered to.
Ensuring regular safety inspections are carried out and that all accidents and incidents are reported and investigated by a trained investigator.
Ensuring the safety behaviour of all staff, especially new, inexperienced and temporary staff, as well as contractors are properly managed through effective supervision and training.





CULTURAL



Effectively act to resolve issues to satisfaction of customers and business through agreed company values.
Contribute to the overall effectiveness and efficiency of the store through input to the senior team and active participation and support of department and store wide initiatives
Maintain a standard of discipline which reflects in high standards of behaviour and dress as required by the Foodstuffs format and Owner.
Contributes as a member of the store management team ensuring ideas are shared and initiatives that are developed in other areas are applied where practical and as agreed within the store. 
Maintain and develop effective relationships with stakeholder groups, including other department managers, trainees, suppliers, institutional providers, and other stakeholders.
Support the development of the storeâs culture by working with the rest of the Management Team to support and deliver relevant programmes that maintain and build this uniqueness.
Contribute to Foodstuffs initiatives and development across the brand by actively participating in cross store sharing of ideas and workshops.









PEOPLE FOCUS


LEADING AND SUPERVISING

Provides clear & consistent direction
Recruits and motivates the right people
Invests in their people through training and development
Sets and upholds standards (of product, service and behaviour)
Role models the desired (positive) culture and behaviour (âfair yet firmâ)
Acts with confidence, authority, integrity and empathy

WORKING WITH PEOPLE

Self-aware, approachable and mindful of their impact on others
Demonstrates an interest in, and understanding of people, behaving in a culturally sensitive manner
Is outgoing and supportive; recognising and rewarding the contribution of others
Actively builds a team spirit of openness and inclusiveness where staff feel able to offer ideas
Listens, consults and communicates openly and proactively
Adapts style to build and maintain relationships with multiple stakeholders (staff, suppliers, peers etc)

 
PERSUADING AND INFLUENCING

Makes a strong, positive personal impression on others
Gains clear agreement and commitment from others by persuading or negotiating
Inspires and convinces others, giving them the confidence to do their jobs effectively
Facilitates discussions to ensure all ideas are heard and to influence outcomes and actions
Manages conflict openly, fairly and quickly
Uses questioning and listening skills to understand issues and create solutions with others
Is resilient; persuading others to keep trying new things even in the face of setbacks
Accepts new ideas and initiatives, able to adapt to changing circumstances
Shares knowledge and expertise





RESULTS FOCUS


PLANNING AND ORGANISING (TO DELIVER RESULTS THROUGH OTHERS)

Clearly communicates the goals and objectives of the business
Plans activities and projects well in advance, and takes into account possible changing circumstances
Works in a systematic way; putting systems and processes in place to ensure compliance and consistent levels of service despite changes in staff or suppliers
Delegates effectively; empowering people yet holding them accountable
Coaches employees, providing clear, honest feedback on their performance
Has effective time management; working on the business more than they work in the business





CUSTOMER FOCUS


MEETING CUSTOMER EXPECTATIONS

Brings everything back to the customer; identifying and focusing upon their needs & expectations
Actively sets, monitors and maintains consistently high standards of customer service
Continuously makes improvements for customers; seeking input from staff and customers to do so
Creates an environment where customers want to shop
Looks at, and responds to feedback from all sources
Adopts a âserviceâ mentality at all times regardless of their position or experience, genuinely enthusiastic about the difference service makes to the customer and success of the store





CO-OPERATIVE CULTURE


ADHERING TO PRINCIPLES AND VALUES

Personally upholds ethics, Foodstuffs and store Values and accepts nothing less from their team
Consistently demonstrates honesty and integrity (in words, decisions and actions) in all of their dealings with customers, staff, suppliers and colleagues)
Consistently, openly, and fairly addresses difficult issues (e.g. poor performance, conflict, theft)
Follows due process on all issues of compliance
Demonstrates a strong work ethic through their commitment to the organisationâs success, ownership of problems and self-discipline
Leads by example in terms of Foodstuffs and store values, drive to succeed and positive outlook
Challenges appropriately while respecting the position of others

âCO-OPERATIVEâ SPIRIT

Competitive externally rather than internally (and at the expense of the Co-operative)
Uses the strength of the Co-operative; following co-operative guidelines and challenging themselves, their colleagues, and the organisation to do the right thing even if it does cost money
Encourages individual and business contribution to the community
Builds a wide and effective network of contacts that they use for support and sharing great ideas





SAP



Is comfortable with computers
Is methodical and able to follow logically through a process
Has the ability to problem solve
Is able to persevere with a task
Is able to understand othersâ viewpoints and help to solve problems
Is able to understand the end to end process.









ESSENTIAL



2 years of experience in a sole charge or supervisory office position or extensive general admin experience
Payroll expertise
Computer skills including EXCEL and WORD capability





DESIRED



Foodstuffs store office experience
Cash handling experience
Grocery industry exposure





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