Data Controller

Role overview

The Data Controller will coordinate, manage, and safeguard training and compliance records for the Training Department. This permanent, full-time position is based in Little Island, Cork and reports to the Commercial Director. The role is central to keeping course paperwork, certifications, and supporting materials accurate, current, and aligned with accreditation body expectations and ISO standards. It also supports audit readiness, regulatory compliance, and ongoing improvements in document control practices.

Document control and training administration

• Keep all course materials and accreditation-related documentation current and suitable for use with relevant accrediting bodies.
• Handle the daily flow of course paperwork and track whether documents are issued to stakeholders on time, returned to head office on time, and reported accurately each day.
• Check training records and supporting paperwork to ensure they meet internal standards, company procedures, accreditation requirements, and ISO expectations.
• Maintain complete and reliable records in company systems such as Zoho CRM, ensuring documents can be traced and remain consistent.
• Support the wider training administration function, including course materials, learner files, and certification records.
• Manage paperwork for accrediting bodies, including digital course materials.

Certification and accreditation management

• Ensure examinations and programme assessments are processed through the correct certification systems promptly and accurately.
• Administer relationships and paperwork for awarding bodies and accreditations such as QQI, NEBOSH, IOSH, TÜV, CSA, Occupli, Irish Heart Foundation, and PHECC.
• Keep all related documentation compliant, current, and ready for audit at all times.
• Take an active role as a member of the Training Governance Committee.

ISO compliance and quality assurance

• Make sure document control activities align with ISO standards, including ISO 9001 and ISO 45001.
• Maintain rigorous version control across all training programmes and supporting documents to preserve accuracy and consistency.
• Assist with internal and external audits by ensuring records are complete, easy to access, and compliant with ISO and accreditation requirements.
• Track adherence to document control procedures, flag any non-conformances, and help implement corrective actions where needed.
• Provide regular updates to the business on performance issues, corrective actions, and proposed solutions.

Operational and front desk oversight

• Oversee front desk processes linked to document handling, learner materials, and day-to-day administration.
• Monitor use of paperwork and learning materials against forecast budgets and company reporting requirements.
• Ensure administrative and operational procedures are followed consistently and maintained to a high standard.

Continuous improvement

• Review existing procedures and document control systems to identify opportunities for improvement.
• Recommend practical changes that improve efficiency, compliance, and service delivery.
• Help develop stronger document management systems and better working practices over time.

Key skills and experience

• Previous experience in document control, training administration, or compliance, ideally in a health and safety or regulated setting.
• Solid knowledge of quality management systems and ISO standards.
• High attention to detail and accuracy when managing data and records.
• Experience using document management systems such as Zoho or a similar platform.
• Strong organisational skills with the ability to manage several tasks at once.
• Good communication and coordination abilities.
• Working knowledge of Excel and the Microsoft Office suite.

Key competencies

• Strong commitment to compliance and quality assurance.
• Well-developed organisation and time management abilities.
• Clear communication style and a practical approach to problem-solving.
• Proactive, solution-focused mindset.
• Ability to work well both independently and as part of a team.
• Dedication to continuous improvement.

Additional information

This is a permanent, full-time position. The role is based onsite in Little Island, Cork.