Farringdon, Greater London
£22,185 - £26,100 per year
Permanent, Full-time
Job description

The job of a Save the Children's UK Retail Gift Aid and EPOS Assistant is busy and fulfilling.

  • Do you have strong experience in an administration role and a good knowledge of Excel?
  • Are you organised with the ability to work under pressure?
  • Are you motivated by our vision of creating a world where every child doesn't just survive, but thrives, and can go on to change the world?

If the answers to these questions are yes, we would love to hear from you!

About Us

Save the Children UK believes every child deserves a future. In the UK and around the world, we work every day to give children a healthy start in life, the opportunity to learn and protection from harm. When crisis strikes, and children are most vulnerable, we are always among the first to respond and the last to leave. We ensure children's unique needs are met and their voices are heard. We deliver lasting results for millions of children, including those hardest to reach.

As Trading, we provide a retail offer and channel to our supporters and mass audiences to raise income, provide a local brand experience and engage supporters in specific products/campaigns, through our retail chain and online.

The overall Trading Team support the running of 117 shops across the UK and Isle of Man. The Retail Operations & Communications team support and deliver all the Business-as-Usual central shop operations and communications across staff and volunteers.

Job Purpose

As the Retail Gift Aid and Electronic Point of Sale (EPOS) Assistant you will be responsible for delivering the Retail Gift Aid and EPOS systems administrative processes to a high standard, supporting the Trading team, being both proactive as well as reactive, in its aim of raising as much money and awareness as possible for Save the Children's work.

Your key focus will be to deliver Gift Aid notifications to donors to enable claims to HMRC to drive additional income for SCUK, supporting Gift Aid administration to enable the Gift Aid scheme to operate within compliance, and to be the first point of contact for external  supporters around Gift Aid queries. You will also support with the EPOS Hardware Replacement project for all shops. 

Working in an environment of agile, multi-disciplinary teams, you'll be a great collaborator, building strong relationships and cutting through boundaries, in a fast-moving and dynamic environment. Leveraging agile principles, you'll flex and adapt - learning rapidly and responding to change, while keeping our supporters at the heart of everything you do.

As a rights-based organisation, we are committed to anti-racism and actively opposed systemic oppression of any form. The role holder will visibly lead our commitment to celebrate diversity, challenge inequality, and build an inclusive environment for every one of our employees so we can better represent the children we protect.

Main Accountabilities

  • Prepare all resources and stakeholder sign off for Retail Gift Aid declarations and claims ensuring full start to finish processes are both robust, efficient, and compliant with HMRC guidelines
  • Work with Save the Children's Gift Aid (GA) System provider to configure the EPOS system to produce required data for notifications, claims and donor management.
  • Complete administrative duties relating to GA declarations, sign ups, donor correspondence, audit, claims and any other areas that are reflective of retail gift aid processes
  • Coordinate Gift Aid Audit requirements – agree shop selection with stakeholders, review of information, maintaining process updates, collating results with analysis and recommendations for improvement
  • Action and resolve queries from the Trading team, Supporter Care, volunteers, other teams, and donors relating to retail Gift Aid in a timely manner within SLA's
  • Keep all donor and shop Gift Aid data up to date and compliant liaising with shop and field teams where applicable to improve accuracy
  • Deliver Retail Gift Aid processes for both cash and donated products within HMRC guidelines
  • Keep Gift Aid training and communications documents relevant, up to date and collation of completion data
  • Support the Retail Executive in administrative tasks to review compliance of procedures, propose steps to improve and deliver improvements
  • Perform all administration areas relating to the EPOS system including setting up log in's, product/campaigns buttons, stock files/barcodes, promotions and till receipt messages
  • Be the first point of contact for any EPOS system issues, finding solutions with the supplier where possible
  • Administer day to day relationships with external service providers – EPOS, phoneline & broadband
  • Work with the supplier to develop EPOS Systems requirements, collating feedback from stakeholders and performing user acceptance testing before rollout
  • Deliver EPOS updates to the Trading team, including best practice, new processes for new or current features whilst also reviewing and updating documentation
  • Set up telephone/broadband and liaise with the EPOS Supplier in installation of new tills & PC systems for new & refurbished shops.


Person Profile


  • Strong administration experience and skills
  • Good knowledge and experience of using Microsoft office –in particular a good understanding of Excel (including formulas) as well as Word and PowerPoint


  • A ‘can do' attitude, with the ability to effectively deliver the day to day needs whilst also always looking for ways to improve the support on offer for retail and remove barriers that have the potential to hinder.
  • Ability to communicate complex issues clearly & concisely.
  • Ability to work under pressure to tight deadlines and manage own workload. Often a need to multitask at short notice.
  • Ability to absorb and retain a large amount of information.
  • Ability to work well as part of a team.



  • A passion for supporting and helping others.
  • A proactive approach to problem solving.
  • Good attention to detail with a track record of accurate & punctual delivery of agreed deliverables
  • Organised with a systematic way of working
  • A demonstrable commitment to the principles of diversity and inclusion and their practical application and integration in the work environment
  • A commitment to Save the Children UK's aims and core values of accountability, ambition, collaboration, creativity, and integrity


Remote Working:

The majority of SCUK employees are currently working remotely within the UK in line with UK Government guidance. Commencing July 2021 we will transition to flexible and hybrid ways of working (i.e. a mixture of remote/home and office-based working) as social distancing restrictions ease.

We are happy to discuss flexible working options at interview.


Commitment to Diversity & Inclusion: 

Save the Children UK is committed to diversity and equality of opportunity in all aspects of our work both external and internal. We strive to be an inclusive employer and particularly encourage applications from under-represented groups such as returning parents or carers who are re-entering work after a career break, people who are LGBT+, from Black, Asian and Minority Ethnic backgrounds, with a disability, impairment, learning difference or long-term condition, with caring responsibilities, from different nations and regions, and from less advantaged socioeconomic backgrounds. 

More about Save the Children
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Posted on: 07 October 2021
Closed date: 06 November 2021
Tags: Admin, Retail