Careers - Stock Administrator (PT 16.5hrs/week)

Thank you for your interest in the role of Stock Administrator.

To apply for this role please email with a copy of your CV and a cover letter of not more than 500 words detailing why you are suitable for the role with reference to the job description below and your specific skills, experience and personal attributes.

Please ensure that your CV does not contain a photograph or your date-of-birth as these are not compatible with our equalities policy.

Deadline for applications: 6pm, Sunday 14th April.


GUHRL is the University of Glasgow’s retail company and part of the Commercial Services function of the University alongside Catering & Events, Sport, Accommodation Service and Print. The GUHRL team runs the University Gift Shop, the Hunterian Art Gallery Shop, the University’s Online Shop, and supplies University departments with branded merchandise. We work hard to provide welcoming shops and excellent customer service, as well as a creative and supportive working environment for each other. The company has a turnover in excess of £1 million annually and all profits are donated to the University. There are currently around 14 members of the GUHRL team depending on the time of year..



To support the retail team in delivering excellent customer service by taking responsibility for the smooth administration of products held by the company. To ensure the accurate and timely creation of new stock records, processing of goods received, and alteration of stock records in the EPOS database. To work in a positive way with all members of the retail team to contribute to a great working environment.


Ensuring that the retail team can deliver great customer service by maintaining an accurate EPOS database. Making certain that data entry, correction and stock adjustments are precise and timely.

Prioritising incoming orders, receiving goods onto the system and processing them for the shop floor and stock rooms in a swift and accurate manner.

Working pro-actively with the other post holder, Shop Manager and Finance Assistant to resolve any issues arising with deliveries; including price changes, mis-deliveries or missing/damaged items.  Communicating directly with suppliers as necessary to enable straightforward resolution of problems.

Creating new items and draft purchase orders at the request of the GM or Shop Manager.

Jointly with the Shop Manager plan and carry out 2 yearly stock takes, and other ad hoc stock checks as required.

Proactively review and update policies, procedures and systems. Suggesting improvements and updates as needed and working with the Finance Admin and GM to implement changes as required. To work within those guidelines to enable continuity across the role.

In the absence of the E-Commerce Manager, help Retail Assistants with the pick, pack and despatch of online orders.

Assist the Merchandise Manager in matters arising with departmental sales, including anticipating stock order requirements.

Ensure that the back office, shop foyer and stock storage areas are always kept tidy and well organised. This includes a clear desk policy at the end of each shift.

Be aware of health and safety procedures that pertain to your role including manual handling and working at height. Ensure that fire escape routes and extinguisher points are kept clear of deliveries or stock. Act in accordance with the University ‘don’t walk by’ policy at all times.

Complete any other duties as required by the GM or Shop Manager to ensure the smooth running of the business.


Essential – English to Higher level, Mathematics to Standard Grade level (or equivalents)


Experience of working in a retail stock room or similar high volume stock environment.

Experience of data entry in a business database

Ability to demonstrate that you can self-start, prioritise tasks effectively and work to tight deadlines

IT skills should include a good working knowledge of Excel


You will work 16.5 hours per week in a standard pattern of 10am to 4pm Monday to Wednesday (with 30 minute break.) However, the pattern may need to change on occasion to adapt to customer needs.

Hourly pay will be £9.80-£10.20 depending on skills and experience.

We offer a NEST pension, 28 days annual leave (pro-rata) and shop discounts.