AI tooling Governance and Adoption Manager in Basingstoke

Once For All is a high-growth, cloud-based, Saa S subscription business.

Our technology helps our customers to manage their supply chain governance, risk management and compliance.

We work across public and private sector and have over 250k customers across the UK across 20 different sectors including construction, transport, retail, hospitality education, facility and property management, manufacturing, local and central government.

About the Role

OFA Group is scaling its use of AI tooling LLMs like Copilot, Claude, Chat GPT and the growing ecosystem of AI Saa S platforms across every function in the UK, France, and Spain.

As adoption accelerates, so does the need for clear governance, cost discipline, standardised ways of working, and confident policy communication.

We're creating a new role, AI Tooling Governance & Adoption Manager, to own this end-to-end.

Responsibilities

• AI Tooling Governance & Policy
• Own the end-to-end governance model for AI tooling policy, standards, tooling selection and the AI use case lifecycle from intake and pre-approval through pilot, scale, review, and retire, with an auditable trail at each stage.
• Manage and maintain the approved AI tools catalogue, permitted-use guidance, and prohibited-use boundaries, with communications tailored to each function.
• Act as policy owner and liaison to Legal, Compliance, Data Protection, and IT Security, translating requirements into practical day-to-day guardrails.
• Own the process to define and deliver AI system controls alongside Security, Compliance, Legal and IT to continually evaluate and improve controls and monitoring whilst balancing AI risk and business productivity.
• Keep the policy library current as UK/EU regulation (EU AI Act, GDPR) and the vendor landscape evolve.
• Manage the AI tooling budget with the Group CISO and Finance forecasting, licence rationalisation, and entitlement management across LLMs and AI Saa S.
• Manage AI Saa S vendors and their account managers on roadmap, feature adoption, benchmarking, and renewals not just invoices.
• Run a quarterly vendor review cadence and support build-vs-buy decisions with clear cost, risk, and adoption evidence.
• Perform RFPs and other supplier selection requirements to select and onboard new tooling as needed with business stakeholders and our project management office.
• Adoption, Training & Enablement
• Partner with HR and external training vendors to co-design AI tooling training pathways across the group tailored by function, seniority and region.
• Track adoption metrics (active users, coverage, feature usage, quality of use) by function and country, and drive targeted uplift where adoption lags.
• Build a champion/power-user network and own the AI communications strategy — cadence, channels, tone so employees know what's approved, what's changing, and where to get help.
• Lead identification of new training needs working with senior stakeholders in the business and external sources to identify risks and gaps to be addressed to support the changing AI landscape and business needs.
• Standardisation & Process Excellence
• Author and maintain the OFA "how we use AI" playbook standard workflows, prompt patterns, prompt libraries, and function-specific guidance.
• Reduce fragmentation across teams and countries by driving common patterns without stifling function-specific experimentation.
• Partner with the Head of Operational AI to productionise successful pilots, and continuously refine intake and approval processes based on user feedback and volume.
• Risk, Security & Compliance Partnership
• Act as operational bridge to the Group CISO's team on AI tooling data classification, cloud permissions, access reviews, and incident response.
• Coordinate DPIAs and risk assessments for higher-risk use cases with the DPO and Legal, and provide governance input into third-party risk and procurement for new AI vendors.
• Maintain a live AI risk register with clear ownership, mitigations, and review dates.
• Reporting, Metrics & Executive Communication
• Own the monthly AI tooling governance dashboard spend, adoption, active use cases, risk posture for the Head of Operational AI & Group CISO.
• Prepare quarterly deep-dives for the AI Selection Committee and ELT, and set/evolve the KPIs measuring whether AI tooling at OFA is safe, adopted, valuable, and cost-controlled.

Qualifications

• 6+ years in IT governance, Saa S operations, technology programme management, or a comparable role involving cross-functional policy, adoption, and vendor ownership.
• Demonstrable track record owning the lifecycle of enterprise tooling (intake, adoption, standardisation, cost, retirement) in a mid-to-large organisation.
• Working knowledge of the enterprise AI landscape — LLM vendors and AI Saa S ecosystem — and the governance and security implications each brings.
• Comfortable operating across IT Security, Legal, Compliance, Data Protection, Finance, HR, and business functions, and translating between them.
• Numerate and analytical — able to manage a budget, build a cost model, and interpret adoption analytics.
• Exposure to change management, L&D programme design, or internal communications at scale.
• Experience contributing to executive or board-level reporting.
• Excellent written and verbal communication in English, with a talent for turning policy into practical, human guidance.
• Required Skills
• Working proficiency in French or Spanish.
• Prior experience in a supply chain, compliance, or B2B Saa S environment.
• Relevant certifications such as CIPP/E, ISO 27001 lead auditor, ITIL, or PRINCE2.
• Hands-on familiarity with the Microsoft 365 stack for AI governance Copilot admin, Purview, Entra ID.
• Hands-on familiarity with deploying and monitoring AI.
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