JOB DESCRIPTION

Job Title Assistant Buyer

Department Retail and Admissions
Directorate Visitor and Museum Services
Reports to Buying and Merchandising Manager
Salary £22,000 - £24,895 per annum plus 20.9% employer’s pension
contribution
Duration Permanent
Normal Working Hours 36 hours net per week
Person Specification Category Business Support / Level 2

We are one of the world’s leading authorities on conflict and its impact on people’s lives – from 1914 through
to the present day and beyond. Our collections are filled with personal stories and experiences, inspiring
powerful and often conflicting emotions. We aim to share these stories with as many audiences as possible
across the world in a way that engages and challenges them, increasing understanding of why we go to war
and the effect that conflict has on people’s lives. In other words, we expect our stories to change the way
people think about war.

We rely on our staff to help us achieve this aspiration. You should be able to demonstrate the skills and
competencies set out below, but equally we are looking for people who believe in what we do and who we
are, and can treat every colleague, customer or visitor with respect, courtesy and honesty. We expect our
staff to work flexibly and with enthusiasm. These are the qualities that make IWM such an extraordinary
place to work.

Purpose of the job

Product is at the heart of retail and the quality and uniqueness of our offer translates directly to the bottom
line. Our product builds reputation, is a vehicle for the museums brand and a memory of a visit for our
audience. The retail department’s product development strategy will enhance financial performance as well
as profile and is informed by the IWM brand. Gift and Printed Product generates 60% of the department’s
sales and is where financial growth is coming from. Net profit for the retail department has grown by £400k
to over £1 million in the last few years and greater consideration for our product sourcing and developing our
own high margin products has significantly contributed to this growth.

Reporting to the Buying and Merchandising Manager, this post is responsible for assisting the buying team
in buying, sourcing and developing a wide variety of gift and printed products, everything from jewellery,
clothing, models, ceramics, prints, food and stationery. This post is accountable for the financial
performance of an agreed number of ranges, both core and seasonal.

Responsible for introducing products that meet audience needs, support the product development strategy
and museum brand values. Working closely with other departments to identify product opportunities and
ensure that the relevance and authority of the collections is represented.

September 2015
Key duties

You will be expected to work independently as well as across different teams in order to contribute to and
deliver the priorities of IWM - using your knowledge, skills, talent and potential to the best of your ability.

You will focus at all times on delivering excellent customer service, ensure value for money at all times while
being professional, courteous and demonstrating the behaviours and attributes expected of all IWM
employees. You will also adhere to all corporate standards, and use corporate systems as directed to
ensure consistency of service, brand and operational standards.

You will be expected to work across departments effectively, working with individuals, partners and where
appropriate volunteers.

To identify and implement learning and development needs of both yourself and your team, including
volunteers, if appropriate.

You will be expected to comply with corporate standards, and use corporate systems, processes and
procedures – and undertake any necessary training as directed.

In addition, your duties will include:

Sourcing and Product Development

 Develop and source products that are unique, stylish and on brand. Ensuring that each product has a
purpose within a range and supports the values of the brand.
 Develop successful core, seasonal and exhibition ranges as directed by the Buying and Merchandising
Manager. Ensure that price structures and quantities work within the agreed financial plan.
 Work within the IWM brand framework to ensure all packaging and labelling are on brand.
 Understand audience profiles for each branch within the IWM family clearly identifying who each product
is being developed for.
 Work with other departments including exhibitions, curatorial and collections teams to seek new ideas
and material.
 Be responsible for accurate, legal and copyright information as well as ensuring that internal approval
processes are followed.
 Adhere to the critical path for all activity and monitor closely to ensure that all new lines meet agreed
deadlines.
 Manage existing supplier relationships, successfully negotiating and monitoring performance, challenge
underperformance and stretching capability. Effectively communicate commercial opportunities ensuring
a forward thinking approach. Seek out new suppliers in line with the product development strategy.
 Keep abreast of market trends, high street and heritage competitors. Attend trade shows to seek new
ideas and opportunities. Conduct comparative shopping trips to keep up to date.
 Ensure all products meet UK Health and Safety and Trading Standards Legislation, obtaining
certification where required

Range Management
 Present range plans, recommendations and ideas to the Buying and Merchandising Manager and wider
retail team including the Head of Retail and Admissions and Commercial Director when appropriate.
Plan each range, considering overall concept as well as costs, range size and expected budget
performance.
 Set up new lines and determine initial order quantity and price. In conjunction with the Merchandiser
agree branch ranging and space plan.
 Review range performance on a monthly basis, highlighting concerns and opportunities and making
recommendations to drive profit. Liaise with Merchandiser to agree action on slow selling lines,
promotional activity and agree exit strategies.
 Prepare and conduct range reviews for all designated ranges to monitor performance and agree forward
direction with the Buying and Merchandising Manager and wider retail team.

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 Source and commission illustrators/designers, write design briefs and contracts for ranges that require
product development.

Financial Planning
 Accountable for the sales, profit and margin performance of agreed ranges. Ensure new line expenditure
is within agreed budget.
 Balance achieving ‘target margin’ on all lines versus ‘must have’ product in all buying decisions without
compromising achievement of overall target.
 Keep the Buying and Merchandising Manager informed of any risks to financial performance
 Provide analysis and information for the Buying and Merchandising Manager and Head of Retail and
Admissions
Ensure product development costs such as design fees and manufacturing set ups are signed off with
the Buying and Merchandising Manager and raised correctly on the system.

Communication
 Develop strong partnerships with the Buying Team, Merchandising team and Online Manager keeping
everyone updated on activity.
 Encourage effective communication with branch teams and wider IWM departments.
 Produce POS and branch/online information for all ranges. Work with the Buying and Merchandising
Manager and branch operations Manager to achieve effective product presentation in the branches.
Source props, compile and present range information to the shop floor teams.
 Participate in retail presentations within the department and wider organisation.
 Day to day management of the IWM retail external PR agency may be required.

General
 Efficiently carry out department administration, ensuring that all deadlines are met. Maintain accurate
and up to date information on all products and supplier accounts. Act as first point of contact for external
and internal enquires.
 Assist and provide cover across the department as required. Assist with stocktaking at each site
 Take on other related duties as and when required by The Head of Department
 Occasional evening and weekend working, overnight stays and oversees travel will be required
 Staff must be aware of and abide by the Museum's information security and data protection policies
regarding the handling of all sensitive and personal data
 Assist the online team with shop photo shoots, helping to recreate the buying team’s vision for the
product or product range.

This job description is not all encompassing. Over time the emphasis of the job may change without
changing the general character of the job. Your duties may be reviewed from time to time and revised and
updated in consultation with you to reflect appropriate changes.

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Person Specification: Business Support / Level 2

Essential Criteria How this will be assessed

1 Educated to GCSE or equivalent Application Form

2 Previous experience working within a buying team Application Form

3 Demonstrates a naturally creative flair and attention to Application Form and

detail Interview
4 Computer literate with knowledge of Microsoft Word, Application Form
Excel, PowerPoint, Internet
5 Experience of working with a computerised stock system Application Form

Key competencies

6 Continuous Improvement Application Form and

Interview
Takes a proactive approach to problem solving

Actively keeps up-to date with relevant changes and

deals with unpredictable problems as they arise on a
day-to-day basis, applying new learning all the time
7 Results Drive Application Form and
Interview
Pragmatic and focused approach that is objectives
driven
Well organised, flexible, manages own workload
efficiently, copes well with the variety and volume of
work
Thinks laterally and creatively in order to overcome
obstacles
Follows through and ensures positive results are
achieved.
8 Team working and Collaboration Application Form and
Interview
Excellent collaboration skills and is able to contribute to
creating a productive working environment.

Actively contributes to creating a mutually supportive

environment by willingly helping others
Develops trusting relationships with peers and
colleagues
9 Customer and Communications Skills Application Form and
Interview
Excellent written, face-to-face and telephone skills

Strong networking skills

Ability to influence others

10 Promoting Diversity Application Form and

Interview

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 Recognises and values the benefits of diversity amongst
staff and suppliers and tackles owns potential for bias
11 Financial Management Application Form and
Interview
Understands financial rules and regulations and applies
them consistently, possesses a good standard of
financial understanding
An accurate working style, under-pinned by excellent
attention to detail skills
12 Making the most of New Technology Application Form and
Interview
Constructs and meticulously maintains efficient record
keeping systems
Applies technology to maximise effectiveness. Works
systematically with data and information systems
13 Desirable Criteria

Experience of working on a shop floor Application Form

Knowledge, understanding and appreciation of the Application Form and

IWM’s subject matter aims and objectives. Interview
Experience in developing commercially successfully Application Form and
products Interview

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Additional Information

Benefits

The benefits listed below are discretionary and IWM reserves the right, with due notice, to vary or withdraw
them at any time. All such benefits apply during the course of your employment only.

 The annual leave allowance is 25 days per annum plus public holidays rising to 30 days after 5 years
 IWM is a member of the Civil Service Pension Scheme. Employer pension contributions to the civil
service pension scheme vary but are normally between 16.7% - 24.3% dependent on salary and length
of service.
 An interest free season ticket loan scheme after three months service.
 20% discount in IWM’s shops.
 25% discount in IWM’s cafes.
 Free entry to the majority of Airshows at IWM Duxford.
 Free entry to most fee charging exhibitions in other National Museums.
 Continuous professional Training and Development opportunities.
 Enhanced maternity and paternity benefits linked to length of service.
 Child care vouchers
 IWM staff are entitled to membership of the Benenden Healthcare Society (subject to their terms and
conditions.
 IWM staff also have access to The Charity for Civil Servants.
 Ride 2 Work Scheme

Selection
The candidates who appear from their application to best meet the essential criteria will be invited to
interview. It is thus essential that your application form gives a full but concise description of the nature,
extent and level of the responsibilities you have held. The short listing criteria are detailed under the
personal specification. Please ensure that you address each of the areas that are to be assessed on your
application form. Applications by CV only will not be accepted.

To Apply
Please visit our website www.iwm.org.uk
The closing date for receipt of applications is noon Friday 09 October 2015

We regret that if you have not heard from us within three weeks of the closing date your application, in this
instance, has been unsuccessful.

IWM is committed to a policy of Equal Opportunities

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