Tribe Coordinator

Excellent opportunity to join our IT Operations team here at Admiral.

The IT Operations (IT Ops) group sits within the IT Business Technology Group (BTG) and consists of three tribes (Customer Engagement, Operations, & Service Comms).

There is a commitment within IT Ops to ensure that budgets, headcount, suppliers, and resources are all managed consistently and that our reporting is accurate. The role is responsible for co-ordinating and running these activities and as such will need to work with the leadership team, IT Ops tribes, Finance, and suppliers to maintain good relationships across the board.

This role is a great opportunity to join a growing and evolving group within IT that is core to supporting and managing some of the most important systems within Admiral.

Job Purpose

• Supporting the IT Ops with budgets, resourcing, and people-related activities.
• Ensuring the group’s financial records are accurate and provides information regarding resourcing plans and the budget.
• Ensuring suppliers are managed both from a performance and budget perspective.
• Supporting tribes with onboarding activities and regular communication meetings.

Accountabilities & Responsibilities

• Own and track yearly budget – update budget tracker with actual costs and produce monthly outgoings showing actual spend against the forecast spend and work out variance. Track resource plan for the year against budget and ensuring alignment with Finance team.
• Manage IT resource budget with IT Delivery Leads - ensure resources reflected in resource plan are accurate, meet with Delivery Leads and Squad leads on a regular basis to validate and ensure resource costs are accurate.
• Ensure monthly headcount reporting is on track as per budgeted costs and process any variations in forecasted headcount.
• Work with Finance to validate actual expenditure and ensure data produced is aligned to what is in the budget.
• Manage flow of PO’s/invoices/forecast based on current run rate – raise POs for new services, resolve invoice queries, and track spend limit on each PO to ensure within budget for full term.
• Manage risks, issues, and dependencies within JIRA for tribes – regular sessions with CE Squad leads to assess current position of risks/issues.
• Curating MBR and All Hands decks – collate packs at the correct time, gathering information from relevant parties for the deck, taking minutes during meeting and chasing up on actions.
• Change Investment Committee – ensure updates on all project progress within IT Ops are accurately reflected and reported on. Produce executive summary and report if projects are on track or not.
• Own and manage onboarding and offboarding process within the tribes. 
• Raise IT tickets for access, booking meeting rooms, organizing F2F meetings.
• Manage fun, R&R and incentive budget for IT Ops.
• Run Tribe Engagement Team (people workstream) activities, such as setting up monthly meetings within the workstream, log actions for the meetings and manage activity for the month. Report on activities and findings.
• Maintain relationships with external suppliers – James Harvard, EY, etc. to ensure invoices are being received and processed on a regular basis.
• Manage and maintain IT Ops org chart, ensuring any changes are accurately reflected and communicated.
• Support each tribe with audits.

Experience and Skills

Essential

• Strong communication skills
• Self-starter
• Analytical skills
• Logical thinking
• Attention to detail
• Administrative and organising capability
• Understanding of finance processes and reporting

Desirable

• Onboarding and exit of resources
• Supplier performance experience
• Audit management and reporting
• Experience working with and administering Linux environments

Interview Process

• There will be a 1 stage interview process for this role. The interview will be via MS Teams.
• Interviews will take place throughout April.

Salary, Benefits, and Work-Life Balance

We do not have a set salary for this position, as it will be dependent on the successful candidate’s experience. We are happy to see CVs from all candidates who meet the requirements and will be happy to discuss the remuneration package.

At Admiral, we are proud to be a diverse business where we put our people and customers first. We have great benefits to ensure employees have a great work-life balance; it's one of the reasons we’re consistently voted one of the Sunday Times Best Big Companies to work for in the UK. We want you to have an element of freedom to define a working lifestyle that supports this, so accommodate flexible hours wherever possible.

All colleagues will receive 33 days holiday (including banks holidays) when they join us, and this will increase with length of service, up to a maximum of 38 days (including banks holidays). You also have the option to buy or sell up to five days of annual leave in addition to your allocation.

You can also view some of our other key benefits here.

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