Bookstore Keeper

Job Description

 Embrace and encourage the ethos and standards of excellence as defined in the GEMS Core Values.
 Adhere to the financial systems and protocols as prescribed by GEMS Finance.
 To work in liaison with the Purchasing Officer in budget preparation.
 Efficiently master and manage the school store to accurate record keeping and storage.
 Periodic verification of inventory on hand.
 Process printing orders for reports, letterheads, diaries etc.
 Assist school Accountant in day-to-day accounting procedures.
 Ensure the GEMS policies, procedures, and codes of conduct are followed at all times.
 Initiate effort and energy beyond the typical work day, where the tasks require additional commitment.
 Attend staff meetings and serve on committees as required.
 Perform other duties as requested by direct & dotted reporting line managers / supervisors.

1. Inventory & Stock Management

• Managing textbook, uniform, stationery, and educational resource stock.
• Monitoring stock levels and placing orders when required.
• Conducting regular stock takes and audits.
• Maintaining accurate inventory records.

2. Customer Service

• Assisting parents, students, and staff with purchases and enquiries.
• Handling complaints and resolving issues professionally.
• Providing a welcoming and helpful customer experience.

3. Financial & Cash Handling

• Processing cash, card, and online payments.
• Reconciling daily sales and preparing financial reports.
• Handling refunds and exchanges in accordance with school policy.
• Basic understanding of invoicing and purchase orders.

4. Administrative Skills

• Maintaining accurate records and documentation.
• Preparing reports for school leadership and finance teams.
• Managing supplier communications and deliveries.
• Using Microsoft Office, particularly Excel.

5. Communication Skills

• Strong verbal and written communication.
• Ability to liaise effectively with parents, staff, suppliers, and students.
• Professional email etiquette.

6. Organizational Skills

• Ability to prioritize multiple tasks during busy periods.
• Maintaining an orderly and well-presented bookstore environment.
• Meeting deadlines for textbook distribution and school events.

7. Attention to Detail

• Accurate stock recording and pricing.
• Ensuring correct items are issued to students.
• Monitoring discrepancies and preventing stock losses.

8. Technology Skills

• Experience with Point of Sale (POS) systems.
• Proficiency in Microsoft Excel, Word, and Outlook.
• Familiarity with inventory management software.

GEMS Safeguarding

GEMS Education is committed to safeguarding and promoting the welfare of children and young people. We are dedicated to creating safe, supportive, and inclusive learning environments where students can thrive, and we expect all employees, volunteers, and partners to share this commitment.

As part of our safer recruitment practices, all successful applicants will be subject to comprehensive pre-employment checks, including verification of identity, qualifications, employment history, professional references, and criminal record checks from all countries of residence and employment, in line with local and international safeguarding requirements. These checks may include enhanced disclosure, prohibition, barring, and overseas police clearance checks where applicable. We are committed to recruiting individuals who uphold the highest standards of professional conduct and child protection.