Volunteer Retail Administration Support

Weekly salary: Voluntary Role

Retail Administration Support

Organisation: Heart of Kent Hospice

Role title: Retail Administration Support Volunteer

Based at: Preston Hall, Aylesford with option of some remote working

Time commitment: Flexible tasks are weekly, monthly and ad-hoc estimated 7-8 hours per week

Training: Full training provided for all areas of the role

Reporting to: Senior Retail Leadership Team

About the Role

Heart of Kent Hospice provides compassionate end-of-life care to patients with terminal illnesses and their families across the Maidstone area. Our hospice charity shops play a vital role in making this possible and income generated across our 14 retail shops directly funds the care and support that we provide to patients and families at the most important time of their lives.

We are looking for a reliable and organised volunteer to provide administrative support to our Senior Retail Leadership Team and help keep our 14 shops running smoothly behind the scenes. This is a varied, largely desk-based role covering a range of administrative tasks from Gift Aid processing to data entry and financial reporting support.

Some previous administration or systems experience would be an advantage and full training will be provided across all areas of the role. We welcome applications from volunteers who are confident using systems and technology with a willingness to learn.

Key Responsibilities

Gift Aid Administration

– Processing Gift Aid forms and donor preferences

– Housekeeping and upkeep of the Gift Aid system

EPOS & Bought-In Goods

– Entering deliveries on the EPOS (till) system

– Clerk administration — adding and removing staff on the CRS system as starters and leavers join

Shop Administration and Rota Support

– Preparing administrative correspondence for shops

– Processing shop cover requests, recording sickness, and managing annual leave bookings (administrative processing, not rostering decisions)

Volunteer Hours Tracking

– Chasing shops to ensure volunteer hours are uploaded on time each week

Logistics Support

– Providing route-planning input to the transport logistics team

– Preparing order picking lists for bought-in goods

Data & Reporting

– Data entry and maintenance of Excel source tables that feed our Power BI reports

– Additional data input support at month-end

Financial Reporting Support

– Compiling and submitting lost trading days data to Finance for the management accounts

– Compiling and sharing monthly stock-on-hand snapshots with Finance

What We're Looking For

– Some previous administration or systems experience

– Good attention to detail and a methodical approach

– Comfortable using computers and Microsoft Office, particularly Excel

– Reliable and able to meet regular weekly deadlines

– Good communicator as some tasks involve chasing colleagues and shops by email

– Enthusiasm to learn with full systems training provided

What You'll Get From the Role

– Full training across all areas

– A meaningful contribution to the work of Heart of Kent Hospice and the patients and families we support

– Experience in charity retail administration and financial reporting processes

– The opportunity to work alongside a friendly and supportive retail leadership team

A Basic DBS Check will be required if you are successfully appointed.

Contact details: [email protected] Tel: 01622 792200

We are proud to be a Forces Family Friendly employer and hold the Bronze Award within the Armed Forces Covenant Employer Recognition Scheme. We warmly welcome applications from ex‑Armed Forces personnel, reservists, veterans, and military spouses or partners.

We are committed to promoting equality, diversity, and inclusive practice across both employment and patient care. As a Disability Confident Leader, we encourage applications from people living with disabilities and are dedicated to providing reasonable adjustments to support colleagues and volunteers to thrive in their roles.