Universities are at a critical inflection point. With 72% projected to run a deficit by 2025/26, and over 50 institutions already making redundancies, the pressure to rethink workforce strategies is intensifying. At the same time, the sector faces a perfect storm of challenges: rising costs, talent shortages, shifting visa rules, growing expectations around equity and wellbeing, and the urgent need to meet sustainability targets.
This playbook equips HR and procurement leaders with the insights and strategies needed to respond decisively. From streamlining supply chains and embracing technology to building inclusive, future-ready talent pipelines, this is your intentionally concise guide to workforce planning that’s not just reactive, but resilient and forward-looking.
Key Takeaways:
- Understand the landscape: Explore political, economic, social, technological, legal, and environmental trends shaping university staffing.
- Streamline and centralise: Consolidate recruitment supply chains and break down departmental silos to improve efficiency and visibility.
- Attract and retain top talent: Strengthen your employer brand, offer competitive packages, and invest in local talent pipelines.
- Champion inclusion: Build a workforce that reflects your student body and local community through inclusive hiring and belonging practices.
- Leverage technology: Use AI and automation to enhance recruitment, close skills gaps, and improve workforce planning.
- Act now: Implement quick wins this quarter to improve equity, reduce costs, and begin the future-proof journey for your workforce strategy.
Strategic Priorities for HR & Procurement
1. Streamline Recruitment Supply Chain
- Consolidate your agency partners to reduce duplication, cut costs, and ensure consistent hiring standards across departments.
- Break down silos by aligning recruitment under a centralised team, improving collaboration and efficiency.
- Implement vendor management tools to gain real-time visibility, track performance, and maintain control over your supply chain.
- Partner with a Managed Service Provider (MSP) to oversee the entire recruitment lifecycle from attraction to onboarding and payroll, ensuring a seamless, scalable approach.
2. Attract & Retain Top Talent
- Promote your employer brand across digital platforms, on campus, and within the local community. Highlight your university’s prestige, research strengths, and commitment to social mobility.
- Tailor your career propositions using local market data to meet candidate expectations.
- Offer competitive employee packages that go beyond salary to emphasise flexible working, wellbeing support, and clear pathways for long-term career growth and development.
3. Champion Diversity and Inclusion
- Partner with EDI experts to design and implement a strategy that drives meaningful, measurable change.
- Adopt inclusive hiring practices to ensure your workforce reflects the diversity of your student body and local community.
- Host celebration and belonging events to foster inclusion, boost morale, and improve retention across all staff groups.
4. Embrace Technology
- Use AI and automation to streamline recruitment, enhance the candidate experience, and significantly reduce time-to-hire.
- Incorporate skills gap analysis into your workforce planning to identify future capability needs.
- Combine upskilling and recruitment strategies to build expertise in high-demand areas like IT, cybersecurity, and digital transformation.
- Identify data gaps in your workforce planning and implement the right tech tools to build dashboards that support smarter, future-ready decisions.
5. Plan for the future
- Anticipate demographic shifts, such as the decline in school leavers, by proactively targeting underrepresented groups and engaging with your local community.
- Use forecasting tools and predictive analytics to move from reactive to proactive workforce planning.
- Leverage local market insights to ensure your employer brand and job offers remain competitive and compelling to today’s candidates.
Quick Wins: What You Can Do This Quarter
- Audit your recruitment agency supply chain across all departments. Identify gaps in visibility, processes, and data that could unlock better cost control and workforce insights.
- Compare wellbeing and belonging initiatives for permanent vs. temporary staff. Pinpoint equity gaps and take steps to create a more inclusive experience for all.
- Review your hiring policies. If multiple or offline policies exist, begin consolidating them to ensure a consistent and equitable hiring experience across the university.
- Explore AI and automation trends in recruitment. Identify where your processes fall short and assess whether a partner agency can offer tech-enabled solutions without the upfront investment.
- Evaluate your social mobility strategy. Ensure alignment between your role as an education provider and employer, supporting students, staff, and the wider community.
- Map your workforce data across attraction, hiring, utilisation, retention, and promotion. Identify gaps, especially in EDI metrics and prioritise areas where better data can drive smarter decisions.
Aligning Workforce Strategy with Student Success
A well-planned, inclusive, and agile workforce doesn’t just benefit your university’s operations—it directly impacts the student experience. From academic support to campus services, every staff member plays a role in shaping outcomes for learners. That’s why strategic workforce planning must be a shared priority across HR and procurement.
By working together, these teams can align goals, streamline processes, and ensure that every hire, whether permanent or temporary, adds value to your university’s mission. Partnering with a Managed Service Provider (MSP) can accelerate this transformation. The right recruitment partner will help you attract purpose-driven talent, enhance your employer brand, and deliver a consistent, equitable candidate experience.
In a competitive and rapidly evolving sector, this joined-up approach is no longer optional, it’s essential for building a workforce that reflects your values, supports your community, and drives long-term institutional success.
