Data Protection and Privacy Administrator – Bexleyheath, London Salary: £35,000 per annum (Depending on experience) Department: Operations Reports To: Head of Operations and Data Privacy Lead Position Type: Full-time, Permanent (Standalone Role)
Job Purpose
The Data Protection Administrator will be responsible for managing day-to-day data privacy compliance and the end-to-end execution of Data Subject Access Requests (DSARs)and other data rights requests. Sitting within the Operations team, alongside the Data Privacy Lead, the postholder will be the internal data privacy champion, managing hands-on administrative tasks like data deletion and redaction while maintaining the company's data policies compliance logs, and staff awareness.
Key Responsibilities
DSAR & Information Rights Management
- End-to-End DSAR Delivery: Receive, log, track, and fulfil all incoming Data Subject Access Requests (DSARs) and other information rights requests within statutory timeframes – including erasure, rectification, restriction, objection and deletion.
- CCTV Requests: Handle CCTV footage as part of the information rights process: log and track standalone CCTV subject requests separately where needed, coordinate retrieval and review of footage, redact third parties, and manage the lawful sharing of footage as required, applying the correct exemptions and keeping a clear disclosure record.
- Communications: Act as the main point of contact for all data and privacy requests from applicants, managing the identity verification and issuing updates and responses.
- Data Gathering: Coordinate with internal departments and external stakeholders to extract relevant data from emails, CRM software, CCTV and databases.
- Review & Redaction: Meticulously review files and use redaction software to remove third-party personal data.
- Exemptions Application: Apply basic statutory exemptions correctly to safeguard legally privileged data.
- Escalation and Sign Off: Escalate suspected reportable breaches, complex or high-risk exemption decisions, and law enforcement requests with the Data Privacy Lead for review and sign-off before action is taken.
Data Governance & Operations Support
- Record Keeping: Maintain and update the Record of Processing Activities (ROPA) and data breach logs.
- Breach Assistance: Investigate suspected data breaches, log incidents, and escalate to management regarding ICO notification needs.
- Assessments: Complete Data Protection Impact Assessments (DPIAs) for new processes or systems.
- Policy Creation and Maintenance: Create, review and update standard privacy notices, internal policies, and data retention schedules
- Staff Awareness: Deliver basic data protection onboarding and refreshers to staff to reduce operational compliance errors.
- Risk Management: Maintain a data protection risk register and carry out periodic assurance checks at site level to confirm that written procedures properly reflect what happens in practice
Data Management and Deletion
- Data Retention: Maintain data retention schedules, and ensure that deletion occurs in line with the periods stated in policy.
- Administer user access rights and permissions across data-holding systems, and review them periodically to confirm that access remains appropriate to role.
- Support system changes and migrations, including the secure disposal of data held in retired systems.
Required Skills and Qualifications
Experience & Education
- Experience: 1–3 years of direct experience handling DSARs and operational data protection duties, highly desirable
- Standalone Capability: Proven ability to as a self starter, capable of managing a broad workload independently without daily technical privacy supervision.
- Qualifications: Relevant coursework or a foundational certificate in data protection (e.g. BCS, PDP, or working towards CIPP/E) is highly desirable.
Technical & Practical Skills
- Software: High proficiency with Microsoft 365 (Excel, Outlook, SharePoint) and Adobe Acrobat Pro for manual redactions.
- Systems: Experience navigating typical operational systems (e.g., CRMs, HR systems, ticketing databases).
- Attention to Detail: Extreme precision when reviewing large volumes of text to avoid accidental data leaks.
- Time Management: Excellent organisational skills to hit strict statutory deadlines consistently.
- Communication: Strong communication skills, including the ability to write s clearly and accurately for different audiences
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