Assistant Retail Manager (University Sector)

Cardiff University


Assistant Retail Manager (University Sector)

The University’s Catering, Conferencing & Events Team, which provides a diversity of services to students, staff and visitors, including Hospitality, vending, bars, cafés, meeting rooms and banqueting, is located throughout the University.

This post supports the Retail Manager in the day-to-day management and running of Catering Services retail catering outlets located across Cardiff University buildings, along with the Catering vending services.  They will ensure the delivery of quality service, cost effective, efficient support to Retail Shift Leaders and Retail Assistants and deployment of physical and human resources within the outlets.  The post holder will be a trained Barista.

The post will involve regular attendance outside normal working hours (evenings, weekends) and requires the post holder to be able to manage their own time, without supervision, to support the achievement of the department’s goals.

This is a full-time, 35 hours per week, open-ended post.

Starting Salary: £24,715 per annum (with annual increment points up £28,929 per annum – Grade 4).  

Package includes 32 days holiday per year plus 8 bank holidays, as well as access to a range of staff discounts.

This is a campus-based role.


Date advert posted: Thursday, 18 May 2023

Closing date: Thursday, 25 May 2023

Please be aware that Cardiff University reserves the right to close this vacancy early should sufficient applications be received.

Cardiff University is committed to supporting and promoting equality and diversity and to creating an inclusive working environment. We believe this can be achieved through attracting, developing, and retaining a diverse range of staff from many different backgrounds.  We therefore welcome applicants from all sections of the community regardless of sex, ethnicity, disability, sexual orientation, trans identity, relationship status, religion or belief, caring responsibilities, or age.  In supporting our employees to achieve a balance between their work and their personal lives, we will also consider proposals for flexible working or job share arrangements.

Job Description

Key Duties

  • To oversee the handling of cash, credit card and voucher transactions daily, following cash handling procedures and card transaction policies, ensuring the safekeeping of cash floats and completion of end of day corresponding documentation.  Undertaking on the job Till/EPOS training, including loyalty & click and collect, of staff and ensuring correct procedures are being adhered to in conjunction with the Retail Manager and Head of Catering and Foodservice
  • Establishing jointly with the Retail Manager and Head of Catering and Foodservice local standards of work, including work practices, food service presentation, product merchandising, labelling, and packaging, service levels and ensuring these standards are met
  • Participating in the planning and review of Retail outlet menus, promotions and offer in conjunction with the Senior Head Chef and Retail Manager providing customer feedback and recommendations to introduce new ideas, products, and services to enhance the customer experience.  Ensuring production and service to the highest possible standard within a given budget
  • In conjunction with Retail Manager organize and undertake promotional activities to increase sales and relationships with customers ensuring effective communications to enhance sales and reputation
  • Review and actively seek customer feedback, responding to feedback where necessary and make recommendations to Retail Manager and Head of Catering and Foodservice for improvements and development opportunities
  • To be able to work in any unit within all areas of Retail Catering.  Always deliver excellent customer service, ensuring customers comfort and safety.  In doing so, setting a continual example to the Team of the expected standards to which we work.  This will include the in-house barista beverage services, food service, food production and pop-up events.
  • Organising, leading, and supervising retail shift leaders and retail assistants, ensuring that the required standards of delivery and presentation of food, cleanliness, hygiene, safety, and maintenance are met and maintained, ensuring deliveries are in line with the orders placed and the time requested
  • Preparing staff rotas in conjunction with the Retail Manager
  • To support the Retail Manager to oversee the daily opening of all the retail outlets and ensure that the different operational areas are correctly prepared in line with departmental standards at the beginning and end of the working day.  This will include completing operating procedure audits in all Retail catering outlets
  • To provide timely and accurate information to facilitate the processing of invoices, receipts, purchase orders as required by the University.  Provide support and training in the use of E-Procurement systems
  • To place orders, oversee/receive deliveries, ensure shortages are followed up with suppliers and credit notes obtained
  • Contributing to the profitability of Catering Services, Retail and Hospitality, by working within agreed budget targets, through effective rota planning, product price reviews, stock control, stock takes, cost control, staff costs
  • Responsible for security of stock and equipment, reporting any issues in a timely fashion to Retail Manager and Head of Catering and Foodservice
  • To ensure any faults or damage to equipment or fabric of unit are reported immediately and followed up until safe/satisfactory resolution of fault or referred to Retail Manager
  • Ensuring sound working practices for food safety, allergen, COSHH and health and safety.  Ensuring compliance with Cardiff University Food Safety Policy, allergen legislation, and all risk assessments are instructed and revised

    Person Specification

    The Person Specification is split into 2 sections: essential and desirable.  Please demonstrate clearly how you meet all of the essential criteria.  Where possible you should give examples of how, when and where you have used your experience, knowledge, specific skills and abilities to match those required for this particular job role.

    Please ensure that you communicate this fully by creating a new document containing your supporting statement, refer to sample layout below, listing ALL OF THE CRITERIA and commenting against each one as to how you meet them.

    This will need to be completed before you begin making your application on line as you will be required to upload it.  When uploading the supporting statement, the document title needs to read “supporting statement and should also detail the post reference number ending in BR” (relevant to the job you are applying for).


  • Proven track record of leading and inspiring a team within a busy café / restaurant environment to an excellent standard and methodology, with an understanding/experience of customer service practices.  Demonstrating knowledge of current issues, modern trends, nutrition, allergens
  • Proven work experience in the following area resource and logistical planning and financial management; budgeting, costing and stock control
  • Awareness of and implementation of seasonal factors on menus and experience of local sourcing
  • Pleasant and welcoming manner.  Demonstrating experience of working in a customer focused environment with an ability to respond to customer feedback and needs in a polite and courteous manner adapting to their requirements accordingly
  • Proven experience of good timekeeping
  • Excellent organisational skills; ability to work in a busy and demanding environment, under pressure at times.  Accurately and effectively processing large amounts of customer requests/ operational activities whilst working to tight deadlines.  Working unsupervised, planning, and setting priorities for own work and that of others whilst monitoring progress
  • Proven ability to communicate effectively both orally and in writing.  Experience of working within a team and ability to communicate and follow instruction and procedures.  Delegate work to more junior colleagues, supervising them to ensure they understand the job, fostering a positive team environment for them, challenging so that they develop professionally and contribute to the enhancement of the work of the team
  • Proven ability to motivate and lead a team, working well as an effective team member, providing advice, guidance, training, and feedback to other team members where necessary
  • Trained Barista with Level 2 Food Safety and Level 2 Health and Safety
  • Competent IT and systems skills

  • Experience of working within a similar University environment
  • Experience of compiling recipes and food costs
  • Knowledge of environmental and sustainability matters pertaining to food procurement and production
  • Proven ability to speak/write Welsh or willingness to learn
  • All shortlisting decisions will be based initially on essential criteria, with desirable being used to further select or deselect candidates as appropriate.  We interview those candidates who are the closest match to the identified criteria.

    Additional Information


  • To liaise with line manager to manage sickness and absence, overtime, performance, recruitment, induction, and development needs for all staff within operational unit
  • Participating in regular meetings with staff in conjunction with Retail Manager, creating effective and efficient communication across the team
  • To assist in creating and maintaining a positive and productive working environment in line with Cardiff University dignity policy
  • To manage staff performance and capability.  Being proactive with regards to supporting and recommending their personal development and identifying training/skills gaps
  • Co-ordination of pop-up events, projects, and their requirements in conjunction with the Retail Manager and Head of Catering and Foodservice
  • Covering other general duties within the scope of the grade, such as cooking and food production, duty management, covering absence or during periods of variation in workload both within the usual place of work or elsewhere within the Catering outlets
  • To ensure compliance with legal and regulatory requirements in respect of equality and diversity, data protection, copyright and licensing, security, financial and other University policies, procedures, and codes as appropriate
  • To take reasonable care for the health and safety of yourself and of other persons who may be affected by your acts or omissions at work in accordance with the Health and Safety at Work Act 1974, EC directives and the University’s Safety, Health and Environment Policies and procedures and to cooperate with the University on any legal duties placed on it as the employer. As a member of staff with managerial / supervisory responsibilities you will also be responsible for ensuring that University policy and procedures and legal duties are applied within your areas and that appropriate risk assessments are undertaken, necessary actions are implemented and staff within your area are fully conversant and trained in respect of their Health and Safety obligations
  • To assist in the investigation and preparation of reports / documents on individual projects as requested
  • To actively participate in the Divisions Quality and Customer Care initiatives
  • To attend and actively participate in all basic training as identified in the Division’s Training Matrix
  • The role will require a flexible approach to working hours and will include some out of hours working, including weekend working


    Campus Services provides a range of professional support services to students, staff and visitors at Cardiff University.
    Residences manages accommodation places for approximately 5,500 students, both catered and self-catered.

    In terms of catering, there are cafés and restaurants conveniently located across university campuses, in addition to a delivered hospitality service.
    Cardiff University Sport exists to provide students and staff with a balanced, high quality and integrated sport service which meets the needs of a broad range of users.

    The Nursery offers facilities for children aged between 10 weeks and 5 years and is divided into sections appropriate to the ages and development of the children.
    Both residential and catering facilities are utilised for conferences and functions during the University’s vacation periods.  A purpose built and designed conference centre and conference facility is also available throughout the year.
    The Campus Services operation is supported by its own central administration functions covering the allocation of residences, human resource and quality, purchasing, facilities, finance, and general administration.

    Job Category

    Admin / Clerical

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