Procurement and Retail Team Leader – Full Time

Application close date:April 21, 2021

Interviews to be held:April 29, 2021

Working for an animal welfare charity can be challenging at times, but working on the inside you will get to see first-hand, the significant difference that we can make to the animals in our care.  Every department is integral to the work that we do and contributes to our overall mission, making it an incredibly rewarding place to work.

As most of our income derives from voluntary donation, our Visitor Engagement department is essential in building the foundations for long term relationships with our loyal supporters.  This department also provides an additional income stream through the sale of merchandise online and in our Visitor Centre.

Working closely with the Visitor Engagement and Retail Manager, this supervisory role will focus on maximising fundraising opportunities via the procurement and management of merchandise online and in our gift shop.  They will also be responsible for management of goods donated to the Charity for our onsite Donated Goods Shop.

We would be interested to hear from candidates with a minimum of 3 years of previous supervisory experience, coupled with prior retail experience and the experience of procuring their own merchandise.  Good knowledge of retail and warehouse fulfilment processes would be ideal as well as a good understanding of trading legislation.  They should be proficient in using IT systems to procure, process and fulfil orders as well as analyse data to maximise sales.  They will be self-motivated and have good negotiation and people skills.

Working in a warehouse environment involves bending, lifting and performance of other labour intensive tasks. The person carrying out this role must therefore be physically fit and able to maintain a suitable level of fitness to enable them to perform their job effectively.

Job Description

Liase With:

  • Fundraising & Engagement Team Leaders
  • All staff and volunteers across the charity
  • Contractors and suppliers

Working Hours: This post is offered on a permanent basis, working 37.5 hours over 5 days per week, Monday - Sunday.

Annual Salary / Pay Per hour: The Grade of role is D11 and the salary range is £21881- £24501 per annum and comes with an attractive benefits package; including a free health cash plan, birthday leave and a year round wellbeing and training programme.

Main Purpose of the Job:

To identify and source trading company stock for sale through the Gift Shop and Mail Order, to manage the charity’s web shop and Donated Good shop. To increase online, mail order and visitor purchases throughout the year and the maximise the income potential of all supporter donated items.

Main Duties:

Mail Order & Gift Shop

  • Coordinate the fulfilment of mail order, including picking and packing, working closely with royal mail and other courier services, and ensuring adequate stocks of warehouse equipment. Oversee the Trading Company’s postal systems to ensure they are fit for purpose at all times.
  • Identify and procure new product lines for the mail order and gift shop functions. Manage supplier relationships, sourcing new suppliers and ensuring the trade agreements are all approved by the governance team.
  • Manage slow sellers and implement promotions as appropriate whilst maintaining a steady GPM across the financial year.
  • Conduct monthly and quarterly stock takes, resolve any issues and assist the auditors with the yearend stock take.
  • Monitor stock levels, reorder and restock as needed, ensuring all stock transfers are completed on Exchequer, checked and filed appropriately.
  • Ensure exceptional customer service at all times, including quality products, packaging, communications and response times of 3 working days or less for order fulfilment.
  • Work closely with the Comms & Marketing team to promote products to increase sales and achieve targets.
  • Adhere to legislation at all times and ensure all staff teams are appraised of the procedures and follow them.
  • Continually review processes, identify and action improvements. Ensure that mail order and gift shop procedures are always up to date and complied with at all times.
  • Identify and source bespoke items, unique to the charity for sale through all retail platforms.
  • Where ever possible, source local and ethical products, ensuring sustainability and environmental responsibilities in all trading practices.
  • Responsible for ensuring that the mail order facilities are maintained in a clean, safe, tidy and acceptable standard and in compliance with health and safety, security and hygiene guidelines.
  • Gather and utilise supporter feedback on our product ranges and utilise this information to increase sales.
  • Coordinate the buying group.


Donated Goods

  • Ensure that the Donated Goods and Tack shop has robust systems in place to ensure maximum income potential is achieved.
  • Work closely with the Comms & Marketing and Fundraising teams to achieve maximum income potential from all donated items and to generate increased levels of quality donated goods.
  • Oversee income generated through recycling and auctioning of donated items to ensure maximum income potential.
  • Work closely with the Digital Fundraising Officer to ensure specialised items are identified for sale through eBay and processed in line with procedures.
  • Ensure processes and procedures are always up to date and followed.
  • Provide guidance and support to the Donated Goods Assistant in achieving sales targets.
  • Ensure retail gift aid opportunities are maximised.
  • Prepare rotas to ensure full staff or volunteer cover at all times.



  • Contribute to setting budgets within area of accountability.
  • Provide accurate reports as required on all areas of responsibility.
  • Evaluate all retail activities and report upon successes and areas for improvement.
  • Monitor and report on the impact of visitor and order numbers, best and worst sellers and ensure that maximum income and efficiency is achieved in all of these activities.


Staff Supervision and Training

  • Lead a small team of staff, making sure that they receive training and are enabled to work to a high standard and deliver consistent excellent customer service.
  • Ensure the team have full knowledge of trading rights and legislation, charity and lottery legislation, GDPR, Gift Aid relevant to visitor engagement operations.
  • Manage the rotas for mail order and provide assistance to the visitor engagement team as required at peak times.
  • Be prepared to facilitate all members of the team (including self) to work in other areas of the charity if there is support required elsewhere.



  • To promote Bransby Horses and its work to all visitors and members of the public and ensure an efficient service in line with the Bransby Behaviours.
  • Deal with confidential and sensitive information appropriately following Data Protection and GDPR procedures at all times.
  • Read, understand and observe the requirements of Health and Safety Policy and Procedure at all time.
  • Develop relationships with other departments as required and work together for the benefit of the charity.
  • Assist elsewhere in the charity as required, such as washing up in the kitchen or helping out in the yard.


This is not an exhaustive list of all of the duties that may need to be undertaken. It may be necessary to undertake other duties in order to fulfil the objectives of the charity.


person Specification



  • Educated to at least A level / Level 3 equivalent in a relevant subject
  •  A good standard of English and maths


  • Retail / procurement / warehousing / customer service qualifications
Knowledge & Experience


  • Minimum 3 years’ supervisory experience
  • Procurement/retail experience
  • Customer service experience


  • Warehouse fulfilment experience
  • Experience of order fulfilment software, specifically KCMail Order would be ideal
  • Knowledge of CRM systems
  • Knowledge of Charity trading / mail order operations
  • Understanding of data protection and GDPR
  • Understanding of trading legislation
  • Understanding of health & safety in the workplace
Application / Interview



  • Excellent written and verbal communication skills
  • IT proficiency to be able to produce basic reports and graphs and to present sales and events information for analysis in the manner requested.
  • Ability to deliver excellent levels of customer service to supporters
  • Well organised with sound administrative skills
  • Able to work flexibly under pressure, to time critical deadlines with the ability to adapt to changing priorities
  • The ability to see tasks through to completion
  • Excellent negotiation skills
  •  A quick-thinking, self-starter who has good problem solving and decision making skills


  • Excellent knowledge of the work of the charity, this will need to be acquired on the job if not possessed at the outset
Application / Interview
  • Enjoys interaction with people and conveying key messages in a passionate manner
  • Confident and personable
  • Able to promote a professional image of the charity at all times, both in and out of work
  • Flexible and adaptable team player
  • Ability to work flexible hours including evenings weekends and Bank Holidays as
  • required, and undertake actions in response to on-the-ground activity
  • A full UK driving license is desirable