A people-focussed team player, who is organised and steadfast in approach, whilst being able to adapt to unexpected challenges, seeking and communicating solutions swiftly.
This role is responsible for managing and reporting on the workload for teams on a short and long term (forecasting) basis. They are expected to work with senior team members to assign talent-to-task based on skillset, ability, development requirements and availability.
Working within Shared Services, this role will be working with roles found within creative and digital agencies.
Duties / Responsibilities
- Manage workload across skillsets and work types ensuring the right talent is assigned to task taking into consideration development needs, and financial factors
- Manage the daily workflow schedule, proactively communicating and consulting with team members regarding incoming and booked tasks (requirement/timelines), paying particular attention to manage last minute workload adjustments
- Work closely with project managers and leads to ensure that projects are resourced according to individual, departmental and project needs
- Proactively identify resource constraints/problems, identifying solutions and escalating issues where necessary
- Ensure responsiveness to requests – particularly with regards to new business opportunities
- Lead resourcing meetings
- Understand the capabilities, workflows and best practices of shared services in order to do your role better; ensure to advocate and educate where appropriate
- Coordinate setup of suppliers/contractors (directly or via recruitment agencies) according to the businesses’ broader SoPs, ensuring they are setup to our finance and IT requirements
- Manage the workload placed with externals to ensure clear scopes, estimates and timelines are agreed ahead of work commencing. Manage the approval of associated time records and invoices against the conditions agreed.
- Grow and maintain our pool of externals, working with team leads to ensure our contractors/suppliers are continually assessed and tracked against our quality standards, cultural fit, compliance with process etc
- Regularly provide information and reports/budgeting on an individual and team for short-, medium- and longer-term resourcing (for both internal staff and external partners), assessing the balance of utilisation, external costs incurred and determining with team leads recruitment opportunities
- Be the champion for your role; ensuring all team members are educated on how to engage and work with you. Provides guidance on the importance of details and accurate information for you to perform your duties
- Work with the Operations Director to evolve and implement better forecasting and resourcing practices, reports and associated tools
- Expand the role and responsibilities into other geographies and skillsets as required
A large proponent of the role is to establish this function within the team, and so implement processes, procedures and tools to allow your responsibilities to be fulfilled
Person Spec
Knowledge (training/education/experience)
- Over 5-years’ experience in a resourcing role within several full-service agency environments
- Experience in running differing resource approaches across different teams, skillsets and work types
- Experience in implementing new processes and tools across roles
- Experience of working with such tools as Workfront, Teambook, Paprika, float or Traffic Live
- Excellent working knowledge of Microsoft Office 365
- Must broadly understand the process of production for creative, digital and print projects
- Awareness of an internal shared services team setup beneficial, but not essential
- Experience in a Pharma/Healthcare environment beneficial, but not essential
Skills (ability)
- Able to manage workloads for a multi-disciplined team, with both internal personnel and external suppliers/freelancers
- Able to take a calm and considered approach to unexpected or anticipated challenges, providing clear direction with diplomacy
- Able to proactively identify areas of improvement, facilitating conversations with other stakeholders to collaborate to an agreed solution that can then be implemented
- Able to iterate processes and approaches based on feedback and business requirements; always seeking to continually improve and evolve
- Able to form trusting relationships
- Able to communicate clearly, tailoring responses to the individual accordingly. Capable of guiding and educating where required
- Capable of negotiating effectively
- Commercially astute
- Takes responsibility and accountability for work outcomes, performance and development
- Comfortable with change, ambiguity and an evolving environment
Personal attributes
- Interested in process and change management
- Wants to demonstrate effectiveness through financial and efficiency gains
- Supportive and collaborative with strong interpersonal skills
- A capable negotiator
- Highly organised with a logical mindset when solving problems
- Self-motivated with a “can do” attitude
- Undeterred by change
- Outstanding attention to detail and dedicated to working to a high professional standard
- Strong communication skills (both verbal and written).