Salary: £12,800
Part time / 16 hours/ 2 days per week
6 months FTC
This is a part-time role working 2 days per week (16 hours). The usual working pattern will include Tuesdays, with the second working day agreed based on business needs. There may be opportunities to work additional hours and occasional changes to working days, including Tuesdays, to support operational requirements.
Role Purpose:
Working alongside the other Stock Room Executive, this role is responsible for ensuring excellent stock availability for the gallery shops, processing incoming and outgoing deliveries, accurate maintenance of stock and inventory, handling customer enquiries, and other back of house duties related to the smooth-running of the Retail business.
Key Accountabilities:
- Receiving delivered goods for the Commercial department and physically transferring them from delivery point to the retail stock room location.
- Processing goods received, stock transfers and stock adjustments on to the stock system and filing associated paperwork.
- Separating delivered goods for internal departments and organising delivery to various collection points on-site and communicating this to internal teams.
- Checking, counting and receiving stock deliveries, monitoring and investigating discrepancies, damages, any shortages and maintaining and updating online inventory.
- Ensuring that returns and write-downs are identified, agreed and dealt with in a regular, timely and efficient manner. Allocating written off stock to be kept for reuse, recycled or disposed of.
- Arranging and keeping accurate records for incoming and outgoing consignments, including accuracy of data entry on the stock control system and the digitisation of delivery paperwork.
- Picking and transferring stock from the stock rooms to the Gallery retail locations.
- Picking, packing and shipping, internal, trade and ship-to-home orders. Using the digital retail and courier systems to print orders, record fulfilled orders and add tracking information.
- Ensuring all outgoing shipments are packed to a high standard ensuring the safe delivery of orders and reduce damages as far as possible.
- Using the stock system to record fulfilled orders and add tracking information.
- Point of contact for courier account managers and shippers, communicating regularly on new processes and delivery issues.
- Liaising with the off-site, third-party warehouse regarding stock movements, customer service queries and other processes, reporting and resolving issues.
- Liaise with trade businesses, museums and third-party shippers to arrange trade shipments and delivery, including providing documentation for customs clearance.
- Processing returns and refunds in a timely and efficient manner in line with our returns and refunds policy.
- Maintaining processes for managing the credits and returns of books.
- Maintaining cleanliness, order and tidiness of stock, the stock rooms and the office, championing and complying with Health & Safety Policies and best practices.
- Carrying out the annual stocktake and conducting a rolling programme of interim counts and spot checks alongside the other Stock Room Executive, Retail Operations Manager, Retail Merchandiser and the wider Retail Team, including assisting auditors with any requested information.
- Responding to queries from finance regarding year end processes and audits.
- Ordering warehouse, packing and retail supplies.
Customer Service
- Manage queries from customers and the Contact Centre via email in a timely manner.
- Responding to customer services enquiries via email, written correspondence and telephone within a timely manner. Requesting information from other departments to answer customer queries.
- Proactively contacting customers regarding potential issues or delays to their orders and follow-up emails.
- Point of contact for suppliers regarding customer service issues and assisting with new products, processes and system updates.
Other duties
- Working collaboratively and harmoniously with the other Stock Room Executive to ensure duties are carried out in a consistent way.
- Advise on and carry out new and improved processes in line with best practices and trends in the sector, to ensure efficient workflows, accuracy of work and that activities meet our sustainability policy.
- Regularly attending team meetings and other necessary meetings in-person or remotely to ensure excellent communication across all areas.
- Promoting sustainable working practices and reducing the environmental impact of the Gallery’s operations in line with its Sustainability Statement.
- Other duties/projects as required.
The postholder will be expected to demonstrate relevant knowledge and experience in relation to these aspects of the role.
The above list is indicative but not exhaustive. As such, in addition to the key accountabilities and responsibilities listed the post holder may be required to perform other duties commensurate with the scope and/or level of the role
To read the full job description, please follow the link: Stockroom Executive Job Description
Qualifications, Knowledge and Experience
- Experience working as a stock room fulfilment assistant or similar role, with a good understanding of all aspects involved in omnichannel retail processes, ideally within a museum or other similar organisation.
- Experience of working in a customer service role, including email correspondence.
- Experience of working with external suppliers, such as couriers and suppliers of retail product.
- Experience of working within a team towards a shared goal.
Key Experience, Skills and Criteria:
- A good team player, who is flexible, reliable and willing to help others.
- A self-starter who is able to manage their workload with minimal supervision.
- Good physical fitness and the ability to manually handle high volumes of items.
- A drive to deliver excellent customer service – both external and internal customers.
- Excellent interpersonal skills and the ability to communicate confidently and effectively at all levels and across departments.
- Attention to detail and respect for accurate data entry and stock handling.
- A good level of skills and confidence regarding computer systems and software, including Microsoft Office 365 (Word, Excel, Outlook, SharePoint etc.), stock control software and other systems.
- Excellent time management skills and the ability to prioritise multiple and competing tasks to meet deadlines.
- Ability to work independently as well as collaboratively with colleagues within Commercial and across the Gallery.
- Demonstrates passion and approaches all work in an enthusiastic way.
- An interest in art and history is desirable.
Other
- A strong commitment to equality and diversity with the ability to balance differing needs.
- Keen interest in the mission and purpose of the National Portrait Gallery and building its relevance for contemporary audiences, and in the long-term success and development of the Gallery.
- A commitment to continually improve our processes to make the least impact on environment in line with our sustainability policy.
- The post is subject to a Basic Disclosure and Barring Service (DBS) check.
- Please note that this role requires manual handling activities such as, but not limited to, carrying, pushing and lifting and is therefore physically demanding.
We offer a competitive benefits package, including:
- Generous pension scheme
- 29 days annual leave allowance, in addition to bank holidays
- Interest free season ticket and bicycle loans
- Free entry to many UK museums, galleries and exhibitions
- Staff discounts on purchases in online shop
- Professional & personal development opportunities
Closing date for returned applications is 9:00am on 13th July
First round interviews will take place week commencing 20th July in person.
Please indicate on the notes section of your application form, if you will be unable to make these dates.
Successful candidates will be required to undergo a Disclosure and Barring Service (DBS) check as part of the hiring process.
We are committed to the employment and development of disabled people. When assessing and shortlisting our candidate pool for interviews, we are committed to removing any bias through our process to ensure all individuals with a disability are included. To be invited to the interview stage, you must show through your application that you meet the minimum criteria and/or the desirable skills required for the role. If you tell us that you have a disability we can make reasonable adjustments at interview, and, if you join us, to your work arrangements.
