Data Protection Assistant/Coordinator

A leading UK law firm with a network of offices from the South Coast to Scotland, working together as one national team. An innovative practice and the first top 100 law firm to achieve “Gold Standard” Investors in People, our values and culture are not just words on our website but are the heartbeat of the firm. The lack of barriers between departments, a real lack of hierarchy, zero tolerance for arrogance and pomposity makes Shoosmiths a fantastic place to work.

Shoosmiths LLP is authorised and regulated by the Solicitors Regulation Authority (SRA) and is also recognised as a multi-national practice with the Law Society of Scotland which regulates Scottish activities. We are also authorised and regulated by the Financial Conduct Authority (FCA) to carry out financial services regulated activities, including but not limited to insurance mediation and investment services. 

Quality and Risk (“Q&R”) is at the heart of everything we do and in line with our strategic goals to develop and grow, a newly created opportunity has arisen to join our busy and ambitious team. The Q&R Directorate works across all offices and is fully supported by the Chief Executive, the Compliance Officer for Legal Practice and senior management.  The Directorate helps and supports everyone in the firm to ensure that the firm meets all of its regulatory and legislative objectives and ensures that risk management processes are embedded into the firm’s culture.

A new opportunity has arisen for a data protection assistant/co-ordinator who will support the data protection team in achieving the firm’s objectives.  You will be a keen self-starter who is comfortable with using various IT systems and enjoys developing knowledge and learning new skills. A knowledge of Data Protection Acts (DPA) and the General Data Protection Regulation (GDPR) as well as the Privacy and Electronic Communication Regulation 2003 (PECR) is essential and an interest in compliance and risk matters would be an advantage.

Our preferred candidate will have a passion for law and compliance and be able to thrive working in a fast paced environment, dealing with complex and at times demanding matters. This will suit an organised and committed individual with a commercial mind and passion in delivering exceptional service across all levels.  

Supporting the Data Protection Manager in:

• Coordinating Data Subject Rights Requests, to include liaising with various internal and external stakeholders;
• Work closely with various internal teams and specifically the Information Security team and the DP lawyers ;
• Coordinating the review and maintaining a schedule of Contracts and Terms and Conditions;
• Assisting with management and coordination of updates to the Record of Processing Activities;
• Providing assistance in developing, drafting and testing processes;
• Assisting in developing and delivering of data protection training;
• Tracking requests and maintaining schedules as well as calendar deadlines;
• Monitoring of various mailboxes;
• Assisting with assurance of processes in line with relevant regulations;
• Drafting reports as and when required;
• Drafting newsletters and firm wide communication;
• Updating Sharepoint with relevant documents and information;
• Undertaking data protection projects including Data Protection education and training, and monitoring of data protection activity across the firm;
• Assisting in designing and developing effective policies and procedures to meet data protection and privacy requirements;
• Assisting the firm to meets its regulatory and strategic objectives.

Experience

Person specification

• Knowledge and experience of working with DPA, GDPR, PECR
• Experience of working at a junior level within a risk and compliance environment within professional services
• Experience in undertaking gap analyses and investigations
• Good analytical and problem-solving skills
• Experience assisting in project delivery
• Experience of writing clear communications in plain English whether in letter or e-mail format
• Experience of supporting development and review of policies, processes and procedures
• Experience of dealing with multiple requests and coordination of these across the business
• Exceptional time-management, administrative and organisational skills
• Keen reader with good research skills
• Exceptional attention to detail
• Ability to work to agreed deadlines
• Ability to work independently and as part of the team
• Proficient with IT Skills and knowledge of Microsoft Office (including Outlook, Word, Excel, Visio and Project etc.) as well as PDF Converter

Desirable:

• Previous legal sector or compliance experience and an understanding of how a law firm operates
• Broad knowledge of the regulatory environment
• Knowledge of the SRA rules
• Knowledge of the FCA rules

Personal Attributes

• Energetic and self-motivated
• Strong negotiating skills
• Listens and informs with equal commitment
• Proven ability to think independently
• Engages with and influences colleagues at all levels
• Able to assimilate large amounts of information, extracting key information for high level reports
• Able to adapt and cope well under pressure

Due to the nature of the work undertaken, confirmation of employment will be subject to a variety of checks which will be carried out once an offer of employment is accepted.  These checks will include employment references covering the last 5 years, proof of ID, proof of address covering the last 5 years, Personnel Vetting credit search (which will only highlight insolvency or County Court Judgments - should any adverse data show on the Personnel Vetting search then any offer of employment made will be withdrawn).Terrorism Check (against data supplied by the Bank of England) and a DBS check previously known as a Criminal Records check. 

Shoosmiths is a committed Equal Opportunities employer promoting equality of opportunity. This means that everyone who either applies to or works for the firm is treated equally, whatever their gender, age, ethnic origin, nationality, marital status, disability, sexual orientation or religious beliefs.