Group Data Protection Operations Assistant 12 months FTC

Group Data Protection Operations Assistant

Function:                       Group Legal

Reporting Line:             Group Data Protection Office (GDPO)

Location:                        London / South or Manchester / Northwest

K3 Capital Group is a Private Equity owned Advisory and Professional Services organisation that provides a wide range of solutions to SME and Mid-market Corporate clients. The group consists of 20 businesses and has offices across the UK and in several International territories. The group is dynamic in nature and growing continually both organically and through acquisition.

Job Summary:

The Data Protection Operations Executive plays a vital administrative and coordination role within the Group Data Protection Office. Reporting to the Group Data Protection Officer (GDPO), this role supports the Group Data Protection Team to deliver its mandate the delivery and maintenance of the Group’s data protection framework. The ideal candidate will bring strong organisational skills, attention to detail, and a proactive approach to helping ensure smooth and efficient operation of data privacy initiatives across a global and regulated business environment.

Key Responsibilities:

Administrative Support

• Provide day-to-day administrative support to the Group Data Protection Officer, including if required diary management, meeting scheduling, and follow-up coordination.
• Assist in preparing reports, presentations, and documentation for internal stakeholders, committees, and regulatory purposes.
• Organise and maintain the Group Data Protection SharePoint site and documentation libraries.

Project & Documentation Coordination

• Records Management
  1. Understand and document how the business handles personal data across all different business areas, including HR, Customer Services, Marketing and Digital in order to effectively support records management activities.
  2. Supporting Privacy Champions across the business to ensure the Records of Processing is updated. 
  3. Managing personal data risks and the remediation activity

• Track and coordinate status updates across ongoing data protection projects, including data mapping, policy updates, and training rollouts.
• Maintain records of processing activities (ROPA) and support updates as needed.

• Subject Access Requests
  1. Working with business areas across Quantuma to respond to requests in their business area. 
  2. Develop templates and tools to improve the process and simplify our ways of working.
  3. Supporting specialist Privacy lawyers on complex requests.
  4. Proactive handling of data privacy issues and ensuring the right actions are delivered in a timely manner.

Policy & Process Maintenance

• Assist in formatting and circulating policies, procedures, and guidance documents.
• Support document version control and internal communications for policy updates.
• Help collate and monitor training completion data across the Group.

Monitoring & Reporting

• Monitor KPI's and effectiveness measures and controls. 
• Carry out effectiveness testing on data protection processes. 
• Delivering privacy-focussed audit’s across business areas.
• Support the logging and monitoring of data protection queries, incidents, and escalations.
• Prepare summary logs and dashboards on team activity for reporting to the GDPO or Risk leadership.
• Help coordinate responses to internal audit or assurance requests.

Stakeholder Coordination

• Act as a central triage point of contact for routine privacy-related queries and direct them to the appropriate team members.
• Support engagement with internal business units, especially during training campaigns, policy rollouts, or project implementations.
• Assist with logistics for training sessions, workshops, and internal awareness initiatives.

Training and Awareness

• Developing and delivering privacy-focussed online and face to face training and awareness to employees at all levels of the business.
• Work with business areas to understand their training needs.
• Develop engaging and innovative training materials and awareness campaigns.

Skills and Attributes for Success

• Highly organised, efficient with excellent attention to detail.
• Strong written and verbal communication skills.
• Comfortable working with confidential and sensitive data.
• Ability to manage multiple tasks and meet deadlines.
• Proactive, reliable, and eager to learn.

Qualifications & Experience:

• 1+ years of administrative, operations, compliance, or governance support experience.
• Familiarity with MS Office (Word, Excel, PowerPoint, Outlook) and SharePoint.
• Interest in privacy, risk management, or regulatory compliance (experience not required but beneficial).

Desirable Qualifications:

• Basic awareness of GDPR, PECR, or other privacy frameworks (training can be provided).
• Willingness to work toward a data protection certification such as IAPP Foundation or BCS/ISEB.