Data Protection & AI Ethics Support Coordinator

At AQA, we’re committed to advancing education and we’re committed to our people. As the largest provider of academic qualifications in the UK, we mark over 10 million exam papers each year and it’s our people who make this happen.

Job title: Data Protection & AI Ethics Support Coordinator
Contract type: Fixed Term Contract until April 2027
Location: Manchester
Salary: £28,000 to £32,000
Working arrangements: Hybrid – two days a week in the office

Do you want to be at the heart of responsible AI and data protection in a fast evolving landscape?

As our Data Protection & AI Ethics Support Coordinator, you’ll join a team that plays a key role in supporting strong governance across AI ethics and data protection. This is your chance to make a meaningful impact while working in an environment that values clarity, collaboration and accountability.

You’ll support effective governance processes across AI and data protection, helping to ensure AQA continues to operate safely, responsibly and in line with regulatory expectations. Your work helps protect learners and supports the organisation’s mission.

Key responsibilities
In this role, you’ll be responsible for:
• Coordinating and maintaining core AI and data protection governance activities.
• Carrying out initial risk triage and escalating issues to senior leads when needed.
• Managing stakeholder queries and guiding colleagues through governance processes.
• Keeping registers, logs and assessments accurate, consistent and audit ready.
• Tracking compliance activities, follow ups, evidence and overdue actions.
• Supporting updates to policies, guidance, procedures and training materials.

What we are looking for
You’ll thrive in this role if you:
• Understand GDPR, data protection principles and how AI governance fits into organisational risk.
• Have experience with data analysis or automation tools, especially in Microsoft 365 (Power BI, Power Automate).
• Bring strong organisational skills, attention to detail and confidence handling sensitive information.
• Communicate clearly and work effectively with stakeholders across multiple teams.
• Enjoy structured frameworks, continuous improvement and proactive problem solving.
• Know when to work independently and when to escalate or seek support.

What’s in it for you
You’ll gain:
• Opportunities to shape meaningful governance work that influences organisational decisions.
• Exposure to cross-functional teams including technology, legal, compliance and risk.
• Space to develop your skills through varied and interesting work.
• Flexibility that supports work-life balance.
• A workplace that values integrity, collaboration and continuous improvement.

Diversity and inclusion statement
At AQA, we are committed to fostering a workplace that celebrates diversity and promotes equity and inclusion. We believe that a diverse team brings richer perspectives and drives better outcomes. Our ED&I strategy ensures that everyone—regardless of religion, ethnicity, gender identity or expression, age, disability, sexual orientation, or background—is valued, respected, and empowered to thrive. We actively promote inclusive language, avoid stereotypes, and strive for representation across all dimensions of diversity. We welcome applications from individuals of all backgrounds and lived experiences.

Application process
• To apply, please submit your CV and a cover letter outlining your suitability for the role by 23.59 on Sunday 08 March.
• Interviews will take place on the week of 16 March in our Manchester office.

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Recruitment Agencies

We have a preferred supplier list (PSL) in place.

Unsolicited CVs will be treated as a gift. We will not be subject to or liable under your terms and conditions for agency fees.

Full Job 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.