HR and Operations Manager - #1715079

ABOUT THE ROLE

Job Title: HR and Operations Manager

Department: Operations

Reports to: Managing Partner - Operations

Responsible for: No direct reports

Location: Manchester- hybrid minimum 3 days in the office

JOB PURPOSE

This pivotal role blends HR and Recruitment support with project management responsibilities, contributing significantly to both the smooth functioning of the HR team, and the successful execution of key operational business initiatives. 

The role is divided equally, with 50% of the time dedicated to providing comprehensive HR and recruitment support and the other 50% focused on project managing critical operational projects. This individual will be a key contributor to ensuring efficient HR processes, maintaining compliance, and driving strategic business objectives forward.

ABOUT THE AGENCY

Ear to the Ground is the global sports, gaming, and entertainment agency driven by Fan Intelligence. Our proprietary Fan Intelligence model, built on a network of over 11,500 culturally connected fans, ensures we stay ahead of fast-changing fan behaviours and cultural trends.

We work with the world’s most ambitious brands and rights holders to harness the commercial power of fan culture, delivering campaigns and insights that make a real impact. Whether defining brand propositions, refining asset portfolios, or co-creating standout activations, we help our clients build deeper, more meaningful relationships with fans.

OUR CULTURE

We are dedicated to making Ear to the Ground an amazing place to work where people grow, develop and thrive. We pride ourselves on our dynamic and exciting culture, excellent support of staff and fantastic benefits package. We have made it our mission to lead the way in being an inspiring, future-thinking, creative agency and are invested in our people because they are the ones that will make that happen.

KEY RESPONSIBILITIES

ACROSS HR AND OPERATIONS

• Employee and Freelance Lifecycle Management: Manage the end-to-end recruitment, onboarding and offboarding processes for both employees, work experience volunteers, and freelance staff. This includes preparing necessary documentation, coordinating with relevant departments, induction responsibilities, and ensuring a seamless and positive experience for all. For offboarding, this involves managing resignation processes, exit interviews, and ensuring timely completion of all administrative requirements.
• Project Planning and Initiation: Collaborate with stakeholders to define project scope, objectives, deliverables, and resource requirements for key operational business initiatives. Develop detailed project plans, including timelines, budgets, and communication strategies.
• Project Execution and Monitoring: Lead and manage project teams, ensuring tasks are completed on time, within budget, and to the required quality standards. Monitor project progress, identify potential risks and issues, and implement appropriate mitigation strategies.  
• Stakeholder Management and Communication: Maintain effective communication with all project stakeholders, providing regular updates on project status, key milestones, and potential roadblocks. Facilitate project meetings and ensure clear and concise communication across all levels.
• Risk and Issue Management: Proactively identify and assess project risks and issues. Develop and implement strategies to mitigate risks and resolve issues effectively to minimize impact on project timelines and outcomes.
• Project Reporting and Documentation: Prepare regular project status reports, highlighting progress, challenges, and key decisions. Maintain comprehensive project documentation, including project plans, meeting minutes, risk logs, and lessons learned.
• Project Closure and Evaluation: Ensure projects are formally closed upon completion, including final reporting, stakeholder sign-off, and post-project evaluations to identify areas for improvement and capture best practices.
• Routine Training Delivery: Coordinate routine training programmes to employees on topics as required. This may include preparing training materials, scheduling sessions, managing participant attendance, maintenance and reporting on our CPD record.

SPECIFIC OPERATIONAL RESPONSIBILITIES

• Annual Accreditation Submission Support: Provide comprehensive support for the annual accreditation submission process in Q1. This includes gathering and organising relevant documentation, ensuring accuracy and completeness of information, coordinating with internal stakeholders, and assisting with the compilation and submission of the required materials.Includes use of AI GPTs to support efficiency.
• Administration of Client Compliance Requests: Manage and respond to client compliance requests related to HR matters. This includes gathering necessary information, preparing documentation, and ensuring timely and accurate responses in accordance with client requirements and internal policies.
• Workflow Build and Optimisation in Monday.com: the agency’s project management tool (training in this system will be provided if needed)

SPECIFIC HR RESPONSIBILITIES

• Recruitment Coordination: Work closely with core leads to understand their hiring needs, work with our recruitment agency partners to find the right candidates, support in the scheduling and coordination of recruitment processes, and help to maintain a strong employer brand through the development of our careers page and LinkedIn page.
• Talent Development: Work with the Senior HR Manager to develop the strategy for work experience and internships placements, and administer this programme day to day, including maintaining ongoing relationships with University and community partners.
• Employee Experience: Support with planning for our team socials, and parties and quarterly summits (e.g. sourcing venues, catering etc.) to create an office environment where people love to work, feel they belong, and can thrive, and to drive in-office attendance of 3 days per week,
• HR and Training Record Keeping and Compliance: Maintain accurate and up-to-date employee and freelance records, ensuring compliance with relevant legislation and internal policies. This includes managing HR databases, filing systems, and ensuring data privacy and security.
• HR Policy and Procedure Support: Provide guidance to employees and managers on routine HR-related queries and escalate complex issues as necessary, and other admin support to the HR team as needed.

WHAT WE’RE LOOKING FOR…

• Proven experience in providing HR and recruitment support, including onboarding and offboarding processes.
• A good understanding of inclusive recruitment/talent acquisition principles and best practices.
• Experience in supporting accreditation processes is highly desirable.
• Experience in coordinating routine training programs.
• Experience in managing and responding to client compliance requests (nice to have)
• Demonstrable experience in project management, including planning, execution, monitoring, and reporting.
• Strong organisational and time management skills, with the ability to prioritise tasks and manage multiple responsibilities effectively.
• Excellent communication and interpersonal skills, with the ability to build strong working relationships with stakeholders at all levels.  
• Strong attention to detail and a high degree of accuracy.
• Ability to handle confidential information with discretion and maintain professional integrity.  
• Proficiency in project management systems (such as Monday.com) preferred, although training on this will be provided. 

Personal Attributes:

• Passionate about music, sports, gaming, and entertainment.
• Proactive and self-motivated with a strong sense of ownership
• Solution-oriented with a flexible and adaptable approach
• Collaborative and a strong team player
• Excellent problem-solving skills
• Commitment to continuous improvement