Operations Coordinator – Legal & Data Protection

Ecotricity; Stroud; Hybrid; GBP 27,000 - 36,000; Full time

Benefits offered by this job

Healthcare plan

Life assurance

Generous pension contribution

Hybrid Working

Discounts (shops, gyms, events)

Job summary

Ecotricity in the United Kingdom is seeking an organised administrator to support the Legal and Data Protection functions. You will work closely with colleagues across legal, data protection, internal business teams and external suppliers to keep information accurate and up to date.

The role covers systems administration, reporting, contract and knowledge management, and project coordination to drive transformation initiatives.

Qualifications

• Strong organisational skills with ability to manage multiple priorities
• Proficient in Microsoft 365 apps (Outlook, Word, Excel, Teams, SharePoint)
• Clear written and verbal communication with stakeholders
• Experience supporting projects, change initiatives or process improvements
• Confidential handling of sensitive information

Responsibilities

• Provide reliable administrative support across Legal and Data Protection
• Maintain accurate information in team systems and registers
• Coordinate operational improvement and transformation initiatives
• Administer invoices, purchase orders and liaise with Finance
• Prepare weekly/monthly reports and maintain dashboards
• Support contract execution and knowledge management
• Coordinate supplier onboarding and external adviser/vendor information

Tools

MS 365

SharePoint

Copilot

Job description

Reporting to the Head of Legal & Data Protection Operations, the role provides essential administrative, operational and transformation support to the Legal and Data Protection functions.

The role works closely with colleagues across Legal and Data Protection, internal business teams and external suppliers.

Role Objectives

• Provide reliable and responsive administrative support across Legal and Data Protection.
• Maintain accurate, complete and up-to-date information within team systems and registers.
• Facilitate the Legal and Data Protection operating rhythm.
• Provide effective coordination and implementation support for operational improvement and transformation initiatives.

Key Responsibilities

Systems Administration

• Monitor Legal and Data Protection request channels and ensure new requests are recorded promptly in the appropriate system.
• Check that requests, tickets and matters contain the required information, follow up for missing details and route them to the appropriate team member in line with agreed processes.
• Create, update and close ticket records; maintain accurate categories, owners, statuses, dates and other key data within the teams’ systems and workflow tools.
• Carry out routine system administration, including user support, access requests, template updates, data cleansing and maintenance of guidance materials.
• Coordinate the administration of Legal and Data Protection invoices, including logging invoices, checking them against agreed requirements, obtaining approvals and liaising with Finance and Accounts Payable.
• Raise and maintain purchase orders, track invoice and payment status, and resolve routine queries with internal teams and suppliers.
• Collate and maintain information required to support regular budget, accrual and forecast updates.
• Support supplier onboarding, engagement documentation and the maintenance of external adviser and vendor information.

Reporting, Data Quality & Deadlines

• Prepare routine weekly and monthly reports using information held in Legal and Data Protection systems, following established reporting formats.
• Maintain dashboards, trackers and registers covering workloads, spend, disputes, key dates and other agreed operational measures.
• Carry out regular data-quality checks, identify missing or inconsistent information and work with colleagues to correct records.
• Monitor agreed deadlines, renewal dates and actions and send reminders or escalate overdue items to the appropriate team member.

Document, Contract & Knowledge Administration

• Maintain organised electronic files, contract records, executed documents and supporting correspondence in line with agreed naming, filing, version-control and retention requirements.
• Support contract execution and signature processes, including preparing documents for signature, monitoring progress and filing completed agreements.
• Update contract registers with key administrative information, including parties, dates, renewal and termination windows, as directed.
• Maintain team templates, guidance, precedent materials and other knowledge resources, ensuring current versions are easy to locate.

Team, Meeting & Project Support

• Provide project management and coordination support for Legal and Data Protection transformation and change initiatives, helping to take improvements from planning through to implementation.
• Develop and maintain project plans, milestones, actions and status updates, coordinating stakeholders and escalating risks, issues or delays where required.
• Support the implementation and adoption of new systems, processes and ways of working, including coordinating communications, training, guidance and process documentation.
• Support continuous improvement activity by gathering feedback, tracking outcomes and identifying opportunities to improve the effectiveness and efficiency of Legal and Data Protection operations.

About You

• Strong organisational skills, attention to detail and the ability to manage multiple priorities, actions and deadlines.
• Confident using Microsoft 365, particularly Outlook, Word, Excel, Teams, SharePoint and Copilot; experience of business workflow, case management or finance systems would be helpful.
• Clear and professional written and verbal communication, with the confidence to engage with stakeholders, follow up actions and obtain missing information.
• Comfortable working with data, trackers and routine reports, with a commitment to maintaining accurate records.
• Experience supporting projects, change initiatives or process improvements, with an understanding of basic project management principles such as actions, milestones, risks and dependencies.
• Able to handle confidential, legally privileged and sensitive personal information with appropriate discretion.
• A proactive, service-focused and collaborative approach, with a willingness to learn new systems, processes and ways of working.
• Previous experience in an administrative, project coordination, legal support, compliance or professional-services environment.

About Us

What's in it for you...

Healthcare plan, life assurance and generous pension contribution

Hybrid Working

Various company discounts (including shops, gyms, days out and events)

Holiday of 25 days (plus bank holidays) & ability to buy/sell days

Cycle to work scheme, car pooling and onsite parking available

As a valued member of the team, you will be supporting the Group Environmental Policy and its associated sustainability objectives and targets.

Flexibility Statement

The fast moving nature of the business means that from time to time you may be asked to perform duties or tasks outside of your original job description on an ad hoc basis. This allows the company to utilise our people in the best possible way at all times and helps our colleagues to make the best contribution in a changing environment.

Ecotricity is Britain's overall greenest energy company- it’s more than just green energy – the breadth and depth of our work on green issues is unmatched.

Our mission was, and remains, to change the way energy is made and used in Britain - by replacing fossil fuels with clean, renewable energy.

We don't just supply green energy, we use the money from our customers' bills to make it ourselves too – we have built windmills and sun parks in Britain. We call this turning 'bills into mills'.

We don't just focus on energy though- we built the Electric Highway, Britain's leading network of electric vehicle charging points; we helped Forest Green Rovers become the greenest football club in the world; and we launched Britain's greenest mobile phone service, Ecotalk, where they use the money from their customers' bills to protect and regenerate Britain's lost rainforests.

Ecotricity is an equal opportunities employer and is committed to providing equality for all.