STAFF JOB DESCRIPTIONS

Stock Coordinator (Fruit+Vegetables)

Stock Coordinator (Grodceries)

Support Stock Coordinator (Groceries)

BOOKKEEPER
Hours: 16 hours per week
Remuneration: $21.63 per hour
Status: Permanent Part-time

Maintain and improve the accounts system and ensure all invoices, including rent and utilities, are entered in the co-op's computer database upon receipt and paid on time.
Reconcile the bank accounts monthly.
Ensure that daily till reconciliations are checked and match sales and that the banking is done at least twice a week.
Reconcile petty cash weekly or otherwise as required.
Ensure that superannuation, PAYG tax, workers' compensation and insurances are paid on time and provide the MC with statements of all these payments quarterly.
Ensure all payments for all staff including wages, tax, superannuation, holiday and sick pay and workers' compensation are paid on time.
Maintain up-to-date staff files on all timesheets, wage payments, tax instalments, superannuation contributions, leave, holiday and sick pay and employment declaration forms. Complete Payment Summaries and Employers' Reconciliation at the end of each financial year.
Complete the Workers' Compensation estimation and declaration of wages each year.
Ensure that superannuation and insurance policies are kept up-to-date.
Prepare and lodge Business Activity Statements (BAS).
Liaise with the Auditor and provide all necessary financial documents for the annual audit. Ensure that all staff wages are in accordance with the current awards.
Present monthly financial reports to the MC via the Treasurer and undertake other related tasks at the direction of the MC.
In collaboration with the Treasurer or the MC's nominee and Coop Coordinator, assist in drawing up a yearly budget and work to this budget.
Assist with the preparation of any submissions for funding that may be sought by the co-op.
Update Bookkeeper Operating Manual.
Ensure backups of the computerised accounting system are made regularly.
Attend and participate in Staff Meetings.
Process new memberships through FileMaker.
Work cooperatively in the office with the Co-op Coordinator, the Stock Coordinator (Produce) and the Stock Coordinator (Groceries).
Participate in environmental initiatives such as waste, water and energy reduction measures.

CLEANER
Remuneration: $19.98 per hour
Status: Permanent Part-time

**EMPLOYMENT SELECTION CRITERIA**
Essential
Self-motivated with the ability to work well unsupervised.
Excellent attention to detail and dedication to completion of tasks.
An understanding of cooperative structures, consensus decision-making and conflict resolution strategies.
Ability to work with, engage, and share skills and knowledge with staff, volunteers and others.
Experience in liaising and communicating with staff.
Individual initiative and the ability to work within a team.
Time management skills, including the ability to prioritise tasks.
Working knowledge of OH&S regulations and practices.

Desirable
Experience in the not-for-profit-sector.
Previous participation in a co-op and/or with community based organisations.
An active passion for environmental and social sustainability.
Experience in assisting with stock management and cleanliness in a wholefoods/organic retail environment.

DETAILED JOB DESCRIPTION

GENERAL As cleaners work unsupervised and must be self-motivated and willing to work alone, they must be mindful of safety and security and always keep the front, back, and side doors closed and locked while cleaning.

SHOP

Turn off till computers, speakers and printer. Turn off both sets of scales (power on/off buttons on the front).
Clean POS keyboards with vacuum when necessary and wipe screens.
Wipe down counters and top of the scales.
Tighten shop bin lids and jars. Check for fallen fruit in the front window.
Wipe the bin lids, shelf ledges, and tops and fronts of gravity bins.
Put fruit+veg away, as per instructions from the Fruit+Veg Coordinator.
Cover veg spiral and baskets on the window shelves with large lemon/blue sheets. Put lids on all plastic bins, except for onions. Take direction from the Fruit+Veg Coordinator on the changing stock and best way to care for the fruit and vegetables. Wipe down the vege spiral.
Place calico bags over the packaged bread next to the bread bin.
If the bread bin is completely empty, vacuum the bin out and clean it.
Shake out the shopping baskets, and wash them when necessary.
Wipe nut butter machine platforms. Cover nozzle with the plastic covers; clean the covers first if necessary.
Scrub shop sink area, and tidy up. Empty used hand towels into rubbish outside.
Take dirty utensils, scoops from oils/butter/miso, and contents of the DIRTY SCOOPS bucket under the sink and wash in storeroom sink and leave to dry in rack.
Clean liquid dispensers area, especially clean up any spills on metal shelving and spills on dispensers using hot water. Ensure the oil and all other liquid dispenser taps are not leaking.
Vacuum shop floor, especially under lower shelves. Move veg spiral and vacuum under it. Sweep under till mats.
Empty rubbish, compost and recycling bins in shop. Scrub out these bins when necessary and leave outside to dry. Take the compost bin to the back garden and put it in the stack of full compost bins.
Mop the shop floor. Store the mop on top of the recycling cage and the mop bucket in the backyard. Leave the mop in deep clean solution + stain remover overnight when necessary. Clean mop before using.

SHOP FRIDGE

Turn off fridge light. Empty plastic flask at back of left fridge door every night. Wash it out when necessary.
Always check the shop fridge for uncleanliness.
Make sure all fridges are closed, that nothing is packed against the doors or vents.

OFFICE

Empty rubbish and recycling bins in the office. Scrub out these bins when necessary and leave outside to dry.
Vacuum office floor, under desk and skirting boards if necessary.

STOREROOM

Sweep under the steel benches.
Vacuum floor, especially under the wooden pallets.
Make sure all fridges are closed, that nothing is packed against the doors or vents. Empty water at side of silver fridge.
Turn off power points at toaster and kettle.
Take the compost bin to the back garden and put it in the stack of full compost bins.

BACKGARDEN

Break down boxes, and place (flat and neatly) inside other boxes and tidy up.

TOILET

Scrub bowl, seat and top of toilet, wipe top of toilet cistern
Empty pad bucket into the landfill bin
Sweep toilet floor and wash out as needed.
Clean out the sanitary bucket with hose, scrub if needed.
Wash down whole toilet with hose.
Use toilet rags (wash cloths kept under/behind toilet).

CLOSING UP

Turn off all the lights before you leave. Check the front door is deadlocked. Put snake against back door.
Lock toilet door, bolt and deadlock back door, shut the office door, and deadlock side door before leaving.

CO-OP COORDINATOR
Hours: 30 hours per week
Remuneration: $24 per hour plus 9% superannuation
Status: Permanent Part-time

EMPLOYMENT SELECTION CRITERIA
 Essential
*An understanding of and a commitment to the principles of Alfalfa House.
*An understanding of cooperative structures, consensus decision-making and conflict resolution strategies.
*Experience in operating a business.
*Ability to think strategically as well as maintaining the day-to-day operations of a community organisation.
*Excellent oral and written communication skills.
*Excellent facilitation skills.
*Excellent organisational and time management skills.
*Experience in leadership.
*Experience in budget planning and interpreting and assessing financial performance.
*Awareness of and interest in organics and wholefoods.

Desirable
*Experience in the not-for-profit sector.
*Experience with Apple Mac computers, using website and other information technology.
*A working knowledge of Filemaker Pro.
*Experience in customer service.
*Experience in working with volunteers.

Applications

Please submit a written application addressing each of the selection criteria as separate discrete points. In your application, please include your contact details, a current résumé, and the names and phone numbers of two referees (who can be contacted in Australia).
Applications will only be accepted in digital form, ideally emailed. Send email to coordinator[at]alfalfahouse.org Attachments must be in Word (.doc only-- NOT .docx), Rich Text Format, or PDF format.
For further information contact the Co-op Coordinator, on 9519 3374
Please note that employees of Alfalfa House are required to be members of the co-op, to work the rostered hours, and volunteer their time at staff and MC meetings.
Alfalfa House is an equal opportunity employer.
Email applications must be sent before midnight of Sunday 20th February.
Interviews are planned to be held in the last week of February.

FULL JOB DESCRIPTION

Alfalfa House Objectives

Ensure the coordination of the day-to-day running of Alfalfa House, including the roster, in line with the decisions and directions of the Management Committee, by working in consultation with staff and volunteers, and in accordance with the Alfalfa House’s objectives, as set out on its website, and its strategic, operational or business plans.
Encourage and coordinate activities to foster community and actively seek and maintain member participation in the processes and activities of Alfalfa House.
Participate in a consensus decision-making workplace.
Carry out special projects as delegated by the Management Committee.

Human Resources

Ensure all staff and volunteers are aware of and receive training, where necessary, in retail health regulations and hygiene standards, including waste management, and maintain all appropriate records.
Ensure all Occupational Health & Safety obligations are met, including training and supervision of staff in safe work practices, monitoring of workplace safety and work systems safety, keeping adequate records and registers of OH&S issues, and consulting with employees regarding matters affecting their health and safety.
Ensure there are systems in place that maintain all legal and award obligations with respect to the roster.
Ensure at least twice/year that Alfalfa House is meeting current award pay rates, or if applicable, current enterprise agreement rates.
Maintain confidential staff and Management Committee records and files in accordance with Alfalfa House policy and statutory requirements.
Ensure the coordination of the employment process by advertising staff vacancies, arranging interviews and participating in selection panels.
Facilitate the development of a staff orientation program, including a food safety training, and ensure all new staff are provided with orientation.
Conduct performance reviews and exit interviews, and make recommendations to the Management Committee on performance
issues, in line with Alfalfa House policies and procedures.
Coordinate the maintenance of staff manuals, or the development of such manuals where necessary.
Maintain and enhance programs for the recruitment, training and allocation of volunteers, that also records the skills of volunteers and their interests.
Ensure the continuation of and attend monthly staff meetings and ensure the implementation of staff meeting decisions.
Participate in conflict resolution processes as outlined in Alfalfa House policies.
Facilitate the identification of skill gaps in the co-op and coordinate training as required.
When staff are incapacitated, or due to extenuating circumstances are unable to use the self-organising system, the Co-op Coordinator is responsible for trying to find a replacement, and if a replacement isn’t available, the Co-op Coordinator can, in consultation with staff, make the decision to close the shop. Award obligations must be met in all rostering decisions.
Secondary to staff self-management procedures, the Co-op Coordinator will supervise staff on a day-to-day basis in accordance with Alfalfa House policy and procedures.

Finances

Work with the Finance Sub-committee in the preparation of budgets and financial statements.
Work with staff to monitor Alfalfa House business and sales records.
Monitor and review and ensure that day-to-day expenditure remains within budget.
Ensure the coordination of the annual stocktake.
Participate in the production of strategic, operational and business plans, as required.

Communications

Facilitate the flow of information within the co-op, amongst staff, MC and membership.
Facilitate decision-making and delegation of tasks on a day-to-day basis.
Coordinate and produce Alfalfa House mailouts and monthly newsletter.
Oversee the updating, maintenance and development of the Alfalfa House website.
Ensure that the Alfalfa House rules, aims and objectives, policies and other relevant information and records are available and readily accessible to all members.
Ensure the coordination of appropriate signage for the shop.
Seek opportunities to promote Alfalfa House in the community.
Handle and direct member, staff and customer enquiries, suggestions, concerns and complaints and report back to staff and the
Management Committee about customer satisfaction and complaints.
Prepare written monthly reports and distribute to the Management Committee.
Represent Alfalfa House in its dealings with government, statutory authorities and other organisations including but not limited to, the Registry of Cooperatives.
Facilitate any required project planning, including conducting research into feasibility, budgeting and review.
Liaise with the real estate agent and sub-tenant(s) as required in regards to property issues.

Association Administration

Ensure the implementation of decisions of the Management Committee, where appropriate.
Attend monthly Management Committee meetings.
Ensure that Alfalfa House meets all government and statutory requirements and abides by its Rules of Incorporation.
Ensure Alfalfa House meets all reporting requirements to the Registry of Cooperatives and that information held by the Registry is up-to-date, including the election and resignation of members to the Management Committee.
Maintain the membership database, including applications, cancellations and resignations.
Maintain a file of minutes adopted by the Management Committee (including reports by the Co-op Coordinator and the Stock
Coordinators) and make it accessible to members, staff and the Management Committee.
Coordinate the Annual General Meeting and any special general meetings as required.
Ensure the timely production of the Alfalfa House Annual report.

Administration

Coordinate the maintenance of equipment and all repairs and in consultation with staff, make recommendations to the MC as to the purchase or upgrade of equipment.
Coordinate the updating, maintenance, development, back up, and daily archiving of the co-op’s computerised information systems.
Maintain current insurance policies and identify other areas that may require insurance cover.
Maintain the key register and ensure that keys are returned in accordance with policy.
Ensure the coordination of materials for public events.
Ensure the shop meets all legal requirements (e.g. health certification).
Ensure the shop and office is supplied with adequate stationery and other necessary supplies.
Propose and assist in the review of current policies and the development of new policies for consideration by the MC, and ensure newly ratified policies are placed on the website.
Participate in shop work, to cover breaks as needed during regular rostered hours.
Other duties as delegated by the Management Committee.

SHOP COORDINATOR
Days+Times, Hours: Shop Coordinators work various hours, including trading hours, set-up and close-down.
Remuneration: $17.68 per hour; award plus penalty rates for weekend
Status: Permanent Part-time, Level 3, General Retail Industry Award

Set up the shop for the day's trading (if first shift of the day) ensuring that all available products are on display, the shop is clean, tidy and clutter free and that till float is correct.
Constantly monitor presentation, quality of stock, stock levels in the shop and restock shop as and when required.
Promptly serve customers. Be courteous and helpful, advising them, when necessary, of co-op procedures.
Operate cash register ensuring breaks are taken in accordance with OH+S Policy.
Put away excess cash from till into safe.
Keep shop, till area, sink area, storeroom and stock containers (bins, jars etc.) clean and tidy, taking special care of spillages or other floor debris.
Keep storeroom as clean and organised as possible.
As appropriate, encourage members to become volunteers.
Accept membership applications, welcoming new members and ensuring that the applications are legibly and correctly completed and are stored appropriately.
Ensure that the co-op backyard is kept clean and tidy and that all rubbish is disposed of in accordance with co-op policy and procedures.
Participate in the decision-making and organisation of the co-op, including attending monthly staff meetings and on occasion MC meetings as a staff delegate.
Ensure that OH+S regulations are always practised in the performance of the position's duties and actively participate in the maintenance and improvement of OH+S procedures including risk assessment processes.
Work cooperatively and harmoniously with other staff, volunteers and MC.
Take responsibility for co-op infrastructure and general running and maintenance of co-op equipment in consultation with other staff on roster and in accordance with co-op procedures.
Take responsibility for the passing of information relating to your shift to the next shop coordinator on the roster or to other pertinent staff.
Perform end-of-day procedures (if last shift of the day):
• Balance cash register;
• Secure the days takings in the safe;
• Secure float;
• Turn off equipment as required;
• Put away perishables;
• Sweep and mop shop;
• Clean work areas and storeroom including shelving and equipment;
• Lock the shop.

Other duties include:
• Assisting the Stock Coordinators with receiving, checking, weighing (if required) and storing deliveries, matching the deliveries with produce ordered.
• Assisting with the monitoring and recording of stock loss.
• Ensuring that systems to reduce stock spoilage are maintained, paying special attention to storage of perishable items.
• Training and assisting volunteers, ensuring that OH+S policies and procedures are explained and maintained, assigning tasks appropriately.
• Assisting with the maintenance of shop signage.
• Undertaking training from and direction by the Stock Coordinators and other specialist trainers.

STOCK COORDINATOR (FRUIT+VEGETABLES)
Hours: 20 hours per week
Remuneration: $21.63 per hour
Status: Permanent Part-time

Essential

Desirable

Applications

Please submit a written application addressing each of the selection criteria as separate discrete points. In your application, please include your contact details, a current résumé, and the names and phone numbers of two referees (who can be contacted in Australia).
Applications will only be accepted in digital form, ideally emailed. Send email to coordinator[at]alfalfahouse.org Attachments must be in Word (.doc only-- NOT .docx), Rich Text Format, or PDF format.
For further information contact the Co-op Coordinator, on 9519 3374
Please note that employees of Alfalfa House are required to be members of the co-op, to work the rostered hours, and volunteer their time at staff and MC meetings.
Alfalfa House is an equal opportunity employer.
Email applications must be sent before midnight of Friday April 8th.
Interviews are planned to be held in the last week of April.

Duties

Liaise with suppliers and source alternative supplies to ensure best available stock is purchased.
Order fruit and vegetables on days deemed necessary to maintain adequate stock levels in accordance with co-op ethics, policy and practice.
Receive, check and weigh (if required) deliveries to ordered produce.
Assist with maintaining cleanliness and order in the shop's fruit and vegetable section and storeroom. Ensure presentation is of a high standard.
Update relevant fruit and vegetable database, including price variations. Prepare, maintain and improve shop produce price tags and information.
Maintain and develop stock ordering forms and systems and information regarding suppliers.
Maintain information on new suppliers and new product information together with current stock information for access on AH database and website.
Contribute newsletter content on fresh produce.
Assist with the monitoring and recording of stock loss.
Coordinate “waste” management systems for fresh produce “waste”, including maintenance of worm farms and compost.
Improve and develop systems to reduce stock spoilage and train staff in this area.
Ensure stock levels and shop presentation is maintained and train staff in this area.
Ensure that OH+S regulations are always practised in the performance of the position's duties.
Participate in staff meetings.
Work cooperatively in the office with the Co-op Coordinator, the Bookkeeper and the Stock Coordinator (Groceries).
Coordinate annual stocktake of fresh produce.
Create an attractive fruit and veg display. (something more comprehensive than "maintain"?)
Be aware of and ensure food safety requirements are maintained (would we then have to train each person? don't really need to know much for fruitand veg.)
Research new local farms to source produce from.
Coordinate the recycling of non-food waste from fruit and veg deliveries (ie boxes and sacks)
Ensure that stock is rotated on a regular and continual basis.
Coordinate volunteers.
Ensure cleanliness of the fruit and veg areas of the storeroom.
Order bulk orders
Help facilitate the flow of information within the co-op amongst staff, MC and membership.
Share skills and knowledge with staff and members to enhance the general running of the co-op.
Prepare written monthly reports for MC and staff meetings, and distribute them to the MC and staff.
Actively participate in staff meetings(already in) and request feedback on issues that relate to the role.
In consultation with MC and other staff, maintain, develop and improve systems to encourage participation by members in all aspects of the co-op.
Participate in the ongoing development of policies and procedures with the MC.

STOCK COORDINATOR (GROCERIES)
Hours: 32 hours per week; 28 hours as Stock Coordinator at $21.63 per hour and 4 hours (minimum) as Shop Coordinator at $17.68 per hour (weekday)/$21.63 per hour (weekend)
Status: Permanent Part-time

The Stock Coordinator is required to work 24 hours per week in the Stock Coordinator role and a minimum of 4 hours per week as a Shop Coordinator. This is to ensure the Stock Coordinator develops and maintains a strong awareness of how her/his role directly affects Shop Coordinators and customers. The Stock Coordinator may offer to work more Shop Coordinator hours on a casual basis. The potential to work extra hours is subject to rostering requirements.

Ordering of Stock

Order food (other than fruit and vegetables) and other goods in accordance with co-op ethics, policy and practice.
Research new product lines, including responding to customer suggestions and managing members' bulk orders.
Liaise with a diverse range of suppliers. Research and develop relationships with new suppliers.
Maintain information on new suppliers, new product information and current stock information for access on the AH database and website.
Ensure appropriate and timely orders are made with suppliers.
Ensure that goods ordered match goods received, including checking invoices and updating prices.
Coordinate quality control and follow-up process with suppliers.
Maintain and develop stock ordering sheets and systems, including delivery processes.

Shop Presentation

Coordinate the updating of prices on the database and product containers and signs as necessary.
In consultation with other staff, maintain cleanliness and order in the shop and storeroom.
In consultation with other staff, maintain and improve product signage in the shop and storeroom.
In consultation with other staff, develop systems to ensure the “user-friendliness” of the shop and storeroom.

Stock Maintenance

Ensure that OH&S regulations are always practised in the performance of the position’s duties.
Ensure that food container hygiene is maintained.
Maintain an accurate record of stock used in the co-op and stock spoilage.
Maintain and improve systems to minimise wastage.
Ensure that stock is rotated on a regular and continual basis from the storeroom to the shop.
Work cooperatively with the Co-op Coordinator and Stock Coordinator (Fruit and Vegetables) to help coordinate and conduct the Annual Stocktake at the end of each financial year (June).

General co-op duties

In consultation with MC and other staff, maintain, develop and improve systems to encourage participation by members in all aspects of the co-op.
Participate in the ongoing development of policies and procedures with the MC.
Work cooperatively in the office with the Co-op Coordinator, the Financial Coordinator and the Stock Coordinator (Fruit and Vegetables).
Participate in environmental initiatives such as waste, water and energy reduction measures.

Communication

Help facilitate the flow of information within the co-op amongst staff, MC and membership.
Share skills and knowledge with staff and members to enhance the general running of the co-op.
Prepare written monthly reports for MC and staff meetings, and distribute them to the MC and staff.
Actively participate in staff meetings and request feedback on issues that relate to the role.
Contribute to the Alfalfa House newsletter and website as an avenue for communicating with members.

SUPPORT STOCK COORDINATOR (GROCERIES)

Hours+Remuneration: 10 hours per fortnight as Support Stock Coordinator at $21.63 per hour and 4 hours as Shop Coordinator at $17.68 per hour (weekday) $21.63 per hour (weekend)
Status: Permanent Part-time

General

Participate in the decision-making and organisation of the co-op, including attending monthly staff meetings and on occasion MC meetings as a staff delegate.
Work cooperatively and harmoniously with other staff, volunteers and MC.
Take responsibility for co-op infrastructure and general running and maintenance of co-op equipment in consultation with other staff on roster and in accordance with co-op procedures.
Undertaking training from and direction by the Stock Coordinators and other specialist trainers.
In consultation with MC and other staff, maintain, develop and improve systems to encourage participation by members in all aspects of the co-op.
Participate in the ongoing development of policies and procedures with the MC.
Participate in environmental initiatives such as waste, water and energy reduction measures.
Participate in other projects in conjunction with the Stock Coordinators.
Work cooperatively with the Co-op Coordinator and Stock Coordinators to help coordinate and conduct the Annual Stocktake at the end of each financial year (June).
Take on the Groceries Stock Coordinator role while Groceries Stock Coordinator is on leave.

Communication

Help facilitate the flow of information within the co-op amongst staff, MC and membership.
Share skills and knowledge with staff and members to enhance the general running of the co-op.
Help maintain information on new suppliers, new product information and current stock information for access on the AH database and website.
Take responsibility for the passing of information relating to your shift to the next shop coordinator/stock coordinator on the roster or to other pertinent staff.

Storeroom Organisation

Keep storeroom as clean and organised as possible.
Regularly clean out the storeroom, wipe down shelving, etc.
Tidy up the storeroom, ensure that bags and bins are closed properly, and all items are in their appropriate location.

Backyard organisation and Waste Management

Ensure that the co-op backyard is kept clean and tidy and that all rubbish is disposed of in accordance with co-op policy and procedures.
Call suppliers to pick up crates, drums, and other packaging weekly.

Deliveries and Stock Maintenance

Assist with receiving, checking, weighing (if required) and storing deliveries, matching the deliveries with goods ordered.
Help ensure that goods ordered match goods received, including checking invoices and updating prices.
Help ensure that stock is rotated on a regular and continual basis from the storeroom to the shop.
Process, put away, and manage the Demeter delivery every fortnight, including any refill that entails.
Process, put away, and manage the SCO delivery every week.

Stock Loss Management

Assist with the monitoring and recording of stock loss.
Help ensure that systems to reduce stock spoilage and minimise waste are maintained and improved, paying special attention to storage of perishable items.
Help maintain an accurate record of stock used in the co-op and stock spoilage.

Shop Maintenance and Signage

In consultation with other staff, maintain and improve product signage in the shop and storeroom.
In consultation with other staff, develop systems to ensure the “user-friendliness” of the shop and storeroom.

OH+S

Ensure that OH+S regulations are always practised in the performance of the position's duties and actively participate in the maintenance and improvement of OH+S procedures including risk assessment processes.
Help ensure that food container hygiene is maintained and help with other food safety projects as they are developed.

SHIFT DETAILS

FRIDAYS
• 2-7pm weekly shift
• Manage the SCO delivery and other deliveries as needed.
• Support on the Spiral delivery if needed
• Send necessary label information to Information Coordinator
• Storeroom: check bins and bags are closed properly, fix up, make sure all items are in their appropriate locations Clean out one section each week.
• Deal with office phone, and other office duties.
• Call suppliers about waste management project
• Miscellaneous projects

THURSDAY
• 6.45-10.45am shift once per fortnight (Groceries Coordinator arrives at 8.30pm to support)
• Receive and store Demeter delivery; restock Demeter items in shop to facilitate storing; and check against Purchase Order
• Put labels up
• Bulk order book and shelf clean out