Senior Administrator (Resourcing)

ABOUT SQUARCLE / THE TEAM
Squarcle is a procurement, supply chain and digital specialist which sits at the centre of transformation, with a skillset which has proven relevance in any market characterised by operational complexity. We are an independent award-winning consultancy that is dedicated to optimising the performance of our clients’ supply chains through the expertise of operations professionals, AI, digitisation and data science. Squarcle is a people orientated organisation that prides itself on its people first culture and strives to build a tribe of high performing experts to tackle the constantly evolving challenges of the global supply chain.     The enabling capability is critical to Squarcle’s continued success. This essential and high-performing team delivers the full suite of enterprise-wide support services, including business support, capture management, marketing and media, compliance, human resources, finance, Information technology, infrastructure management and executive support. By embedding strong processes, governance, and service excellence across the organisation, the enabling capability empowers Squarcle’s delivery teams to focus on what they do best: achieving outstanding outcomes for clients.     At Squarcle, we pride ourselves on being an inclusive and diverse company that values enthusiastic, talented, and ambitious individuals at all stages of their careers.
JOB OVERVIEW / INTRODUCTION
The Senior Administrator (Resourcing) plays a central role in coordinating the effective deployment of people across current and future engagements. Working closely with Market Leads, Account Directors, Engagement Directors, HR and other enabling teams, the role gathers and challenges resourcing requirements, matches available people to business needs, and maintains a clear view of current allocations, future demand, capacity and capability gaps. The role acts as a central point of coordination for resourcing information and supports leaders to make timely, evidence-based deployment decisions. It provides accurate information on availability, skills, experience, utilisation and forecast demand, while identifying resourcing risks, conflicts and gaps that require escalation or action.
PRIMARY ROLES AND RESPONSIBILITIES
Resource allocation and workforce planning

• Facilitate, chair, and minute the weekly resource meeting.
• Establish and maintain a consistent process for gathering, validating, prioritising, and recording resourcing requirements for current and future engagements, including required skills, grade, location, security clearance, start date, duration, and anticipated level of commitment.
• Recommend and coordinate resource allocations to current and future engagements, balancing skills, experience, grade, development needs, availability, location, security requirements, utilisation, continuity of delivery, and wider portfolio priorities.
• Conduct short-, medium-, and long-term capacity and scenario planning aligned to the business pipeline, confirmed engagements, anticipated extensions, mobilisation and demobilisation dates, leave, training, and other known availability constraints.
• Maintain a clear distinction between proposed, provisional, and confirmed allocations, ensuring that changes are recorded promptly and communicated to the Engagement Directors, Account Directors, Market Leads, HR, and other relevant stakeholders.
• Identify, assess, and facilitate the resolution of resource conflicts and dependency constraints, escalating unresolved issues with clear options, impacts, and recommendations to the appropriate decision-makers.
• Collaborate with Account Directors & Market Leads on strategic workforce planning.
• Monitor unallocated and partially allocated colleagues, coordinating timely deployment and support effective mobilisation, extension, rotation, and demobilisation between engagements.
• Maintain and report an accurate forward view of utilisation, demand, availability, allocation gaps, upcoming roll-offs, and forecast capacity, highlighting emerging risks, trends, and actions required.
• Translate forecast demand, confirmed requirements, capability gaps, and anticipated attrition into clear recruitment, development, contractor, and succession requirements for HR and the Senior Administrator (Recruitment).
• Maintain accurate and current records of each colleague’s skills, competencies, experience, grade, location, security clearance, availability, and allocation history, ensuring information is handled appropriately and used consistently in resourcing decisions.
• Proactively review relevant client, government, and commercial frameworks to identify upcoming opportunities and potential role requirements, working with Market Leads, Account Directors, Business Development, and other stakeholders to assess likely demand, required capabilities, timescales, and suitable resource options.

Organisational Performance & Business Controls

• Produce accurate, well‑structured operational reporting that supports business planning, leadership oversight, and strategic decision‑making.
• Support the management of Conflicted Individuals and ensure appropriate controls are in place.
• Identify operational inefficiencies and recommend improvements to processes, tooling, and governance frameworks.

Operational Leadership & Cross‑Business Collaboration

• Represent business resourcing professionally, supporting communication, alignment, and visibility across the business.
• Build trusted working relationships across the business and communicate directly with colleagues to understand their skills, experience, availability, development objectives, personal constraints, and assignment preferences, while being clear that final allocations must reflect business and client requirements.
• Demonstrate initiative by supporting operational priorities beyond core responsibilities, including recruitment, process development, and workforce planning initiatives.

SECONDARY ROLES AND RESPONSIBILITIES

• Carry out other duties as specified by the Head of Human Resources.

KNOWLEDGE, SKILLS & EXPERIENCE ESSENTIAL

• Clear, professional verbal communication, with the confidence to present, facilitate meetings, and guide discussions with senior leaders.
• Practical experience of resource coordination, workforce planning, project staffing, scheduling, or a comparable role involving the deployment of people across competing priorities.
• Exceptional written communication, producing structured, accurate, and insight‑driven reporting.
• Strong analytical mindset with the ability to interpret data, identify themes, and provide meaningful operational insights.
• Structured approach to problem‑solving, offering well‑reasoned advice and recommendations.
• High levels of diligence, attention to detail, and reliability.
• Ability to manage multiple operational cycles, priorities, and reporting deadlines.
• Ability to gather and challenge resourcing requirements, negotiate competing priorities, communicate difficult allocation decisions professionally, and influence stakeholders where formal authority is limited.
• Foster trusted, effective relationships across the organisation.
• Demonstrate credibility and professionalism.
• Proactively identify areas for operational enhancement and support broader consulting business initiatives.
• Understanding of how resource deployment, utilisation, availability, project timing, and skill mix affect client delivery, employee development, revenue, margin, and wider business performance.
• Ability to rapidly absorb new information, adapt quickly to changing priorities, and perform effectively in a fast‑paced, high‑pressure operational environment.
• Proficiency in creating structured, accurate documents and operational reports, supported by strong skills in spreadsheet analysis and data interpretation.
• Demonstrates sound judgement, professionalism, and the ability to manage information with discretion, maintaining strict confidentiality at all times.
• Works effectively within cross‑functional teams, building collaborative relationships while also providing leadership, guidance, and direction when required.
• Successful candidates must meet the security requirements before they can be appointed. The level of security needed is Security Check (SC).

DESIRABLE

• Strategic thinking and ability to translate business priorities into operational actions.
• Confidence in steering discussions and influencing senior stakeholders.
• Experience improving processes, workflows, and governance frameworks.
• Ability to anticipate operational risks and propose mitigations proactively.
• Familiarity with resource‑management systems.
• Advanced Excel or data‑visualisation capability.
• Sound judgement and ability to make balanced, evidence‑based recommendations.
• Ability to manage competing priorities while maintaining accuracy and quality.
• Strong facilitation skills for meetings, governance forums, and performance discussions.
• Ability to influence without formal authority and act as a trusted advisor.
• High levels of discretion, confidentiality, and professionalism.

What we offer We believe great work deserves great rewards. Here’s what you can expect as part of the team:

• Generous leave package
  • 26 days of annual leave (including your birthday!) plus UK bank holidays - increasing to 27 days after three years, and 28 after seven years
  • You’ll also get five extra days for your 5 and 10-year anniversaries
  • Additional leave for members of the Reserve Forces and CFAV.
• Private medical insurance
  • Provided once you’ve completed your probation.
• Recognition and rewards
  • £1,000 referral bonus for successful hires
  • Performance-related awards
  • Milestone and life-event hampers to celebrate life’s big moments
• Development & learning
  • Annual training week abroad
  • Funding for qualifications that benefit both you and the business
• Travel & wellbeing
  • Cycle to work scheme
  • Discounted travel through funded railcards
• Pension
  • Our pension provider is NOW Pensions; pension contributions are 3% employer and 5% employee

We review our benefits regularly to ensure they stay competitive and meaningful - so this list may evolve as we grow. Our working hours are 8:30 am – 5:30 pm (with an hour for lunch), Monday – Friday.
Apply now and take the next step toward doing work that matters, with a team that’s shaping the future of supply chain consulting.
Want to learn more about who we are and how we work? Our Recruitment Booklet gives you a deeper insight into our culture, values, and what it’s like to be part of our team. It also explains our grading structure, so you can understand how roles are positioned, how progression works, and what we look for at each level, helping you decide if we’re the right fit for you and you’re the right fit for us. 251219_Recruitment-Brochure-updates-Pages-and-Spreads_IG.pdf
IMPORTANT INFORMATION: This role requires you to have lived in the UK for the last 5 years and obtain Security Check (SC) security clearance. Clearance must be obtained without any caveats that prevent you from carrying out the role you’ve been recruited for. If it isn’t obtained, or is obtained but with caveats that prevent you from carrying out the role, any conditional offer made to you will be withdrawn. Obtaining SC security clearance can be a lengthy process, and we reserve the right to withdraw any conditional offer made if the necessary security clearance isn’t obtained within 6 months. If you hold dual citizenship or nationality from another country, please make us aware of this during the application phase. We’re unable to offer visa sponsorship. Privacy Policy - Squarcle Consulting Ltd. We’re committed to creating a diverse environment. We embrace differences and hire based on merit, giving equal consideration to all applications, regardless of gender, background, and race.