Description
Summary
The Data Protection and AI Ethics Support Coordinator provides lead level operational coordination across both Data Protection and AI governance. The role works autonomously within established frameworks, ensuring governance processes run smoothly, documentation is accurate and timely, and compliance obligations are met. It involves maintaining logs and inventories, preparing documentation, supporting assessments, and escalating risks where required. The Coordinator is expected to apply developing expertise in DP and AI governance, keep up to date with legislation and technology, and support adherence to legal, regulatory and organisational requirements. As organisational change and AI driven programmes increase demand, the role helps address compliance gaps, delays, backlogs, reporting issues and audit risks, ensuring governance activities remain timely, robust and audit ready. The role sits within Enterprise Technology, reporting to the Group Data Protection and AI Ethics Governance Lead, and provides operational assurance across governance processes.
This role will help AQA to address:
•compliance gaps or regulatory breaches
•delays in responding to Data Protection and AI queries
•backlog across core governance processes such as DPIAs, EIAs, incident management and SARs
•reduced visibility for senior leaders due to missing or late reporting
•audit findings and reputational risk
The Coordinator will help ensure governance activities are timely, well documented, transparent and audit ready.The Enterprise Technology Division sits within the Corporate Services Division, enabling the centralised delivery of core corporate services. In addition, Enterprise Technology operates in close partnership with Assessment Technology and Programme Management, collectively delivering the full IT service portfolio of current operations to future change programmes. This role sits within the Architecture and Security department in the Corporate Services Office - Enterprise Technology business area, reporting to the Group Data Protection & AI Ethics/Governance Lead providing lead‑level coordination and operational assurance support across governance processes.
Activities:
AI Governance Support:
Own, maintain and quality assure the organisation’s AI Inventory.
Perform first‑line screening and apply judgement to identify potential AI‑related risks on new systems, suppliers, or tools to identify AI functionality or AI‑related risks.
Coordinate, track and maintain oversight of Ethical Impact Assessments (EIAs) and other AI governance documentation.
Autonomously monitor, triage and resolve queries where appropriate, escalating complex issues from the AI Ethics mailbox, providing timely responses or escalating queries.
Prepare meeting papers, action logs, and materials for AI governance forums.
Support the maintenance of AI registers, logs, policies, incident records, and audit‑ready documentation.
Assist with producing dashboards and metrics (for example, in Excel or Power BI) under direction from senior team members.
Consult with internal teams including Risk, Compliance, Procurement, Legal, Cyber Security and Enterprise Technology.
Apply first‑line governance analysis to identify gaps, inconsistencies or risks in AI‑related information.
Data Protection Support:
Own the completion, quality‑assurance and upkeep of the Records of Processing Activities (RoPA) and related inventories.
Coordinate and maintain oversight of progression, ensuring completeness and timely updates of Data Protection Impact Assessments (DPIAs).
Support the incident and breach reporting process, including evidence gathering and documentation.
Apply judgement when reviewing incident information, ensuring accurate recording and escalation.
Coordinate assurance of data sharing agreements, retention schedules, and Information Asset Registers.
Provide coordination and quality‑assurance support for Subject Access Requests (SARs), working alongside Administrators during peak periods.
Maintain core governance logs including risk/issue registers, reporting cycles, trackers, and compliance documentation.
Assist with policy updates, training materials and reporting activities.
Cross‑Functional Coordination:
Act as a lead coordination point for defined governance processes, facilitating input from multiple stakeholders and ensuring accuracy and completeness.
Work autonomously within governance procedures, resolving routine issues and escalating risks appropriately.
Keep logs, trackers, actions, and documentation accurate and up to date.
Prepare summaries, reports, and briefings to support governance and audit activities.
Identify gaps in documentation or process compliance and escalate where required.
Support audit readiness across both Data Protection and AI governance.
To be successful in this role, you will need to demonstrate:
Essential Criteria
Strong organisational skills and excellent attention to detail.
Ability to work autonomously, applying judgement within established governance frameworks.
Ability to lead, coordinate and facilitate the work of others without direct authority.
Advanced expertise in the sector through a combination of job related training and work experience.
Ability to manage multiple tasks, logs, and deadlines.
Support the development of new and innovative solutions to complex problems.
Good written communication skills and the ability to prepare clear documentation.
Interest in AI ethics, AI governance, and data protection.
Ability to follow established governance frameworks, processes, and procedures.
Comfortable working with sensitive information and maintaining confidentiality.
Proficient user of Microsoft 365 (SharePoint, Excel, Word, Teams, PowerPoint).
Ability to build positive working relationships and collaborate across teams.
Desirable Criteria
Understanding of GDPR, data protection principles and common compliance processes.
Awareness of AI governance frameworks or upcoming regulatory developments such as the EU AI Act.
Experience supporting governance boards, committees, or similar assurance processes.
Basic experience with data analysis or visualisation (e.g., Power BI).
Familiarity with complex processes in a regulated or complex organisation.
Experience in a similar supporting role in governance or compliance.
Any relevant certifications in governance or compliance.