AI tooling Governance and Adoption Manager UK Head Office - Basingstoke

Once For All is a high-growth, cloud-based, SaaS subscription business. Our technology helps our customers manage their supply chain governance, risk management and compliance across public and private sectors. We serve over 250k customers in the UK across 20 sectors, including construction, transport, retail, hospitality, education, facility and property management, manufacturing, local and central government.

Role Summary

OFA Group is scaling its use of AI tooling-LLMs like Copilot, Claude, ChatGPT and the growing ecosystem of AI SaaS platforms-across the UK, France, and Spain. As adoption accelerates, we need clear governance, cost discipline, standardised ways of working and confident policy communication. This role, AI Tooling Governance & Adoption Manager, owns the end-to-end governance of AI tooling from policy and vendor management through to training, adoption metrics, cost, compliance and security controls. It will shape OFA's IT and operational readiness for large scale AI transformation and work hand in hand with IT Security, Legal, Compliance, Finance, HR and every business function.

Job 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, ensuring 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 guardrails for day to day use.
  • Own the process to define and deliver AI system controls alongside Security, Compliance, Legal and IT to continually evaluate and improve controls and monitoring while balancing AI risk and business productivity.
  • Keep the policy library current as UK/EU regulation (EU AI Act, GDPR) and the vendor landscape evolve.
• Cost Control, Budget & Vendor Management
  • Manage the AI tooling budget with the Group CISO and Finance, including licence rationalisation and entitlement management across LLMs and AI SaaS.
  • Manage AI SaaS vendors and their account managers on roadmap, feature adoption, benchmarking and renewals beyond invoicing.
  • 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 onboard new tooling as needed in partnership with business stakeholders and the 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 in collaboration with senior stakeholders and external sources to address risks and gaps in the evolving AI landscape.
• 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 while allowing 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 covering spend, adoption, active use cases and risk posture for the Head of Operational AI & Group CISO.
  • Prepare quarterly deep dives for the AI Selection Committee and ELT, and set/evolve KPIs that measure the safety, adoption, value and cost control of AI tooling at OFA.

Skills and Experience Must Have

• 6+ years in IT governance, SaaS 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 SaaS ecosystem-and the governance and security implications each brings.
• Comfortable operating across IT Security, Legal, Compliance, Data Protection, Finance, HR and business functions, 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.

Nice to Have

• Working proficiency in French or Spanish.
• Prior experience in a supply chain, compliance or B2B SaaS 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 controls within leading platforms (ChatGPT, Claude, Cursor, Copilot).

What we are looking for

You are a governance first operator with a genuine appetite for adoption and enablement. You believe the value of AI comes from how consistently, safely and confidently people use it-and you want to be the person who makes that happen at scale. You are comfortable in a legal review as you are in a training design session, and can move between the two without losing pace. Your strength is in operating models, cross functional orchestration and the discipline of making a fast moving space feel calm, coherent and controlled.

What we offer

• Wellness fund or Private Medical Insurance (dependent upon role)
• Pension
• Life Assurance x 3
• 25 days holiday plus 8 Bank Holidays
• Ongoing continual professional development (CPD)
• Holiday purchase scheme up to 5 days
• 1 paid and 1 unpaid volunteering day
• 24/7 and 365 Days Employee Assistance Programme
• Team and company off site events
• Specsavers eye care voucher
• Free tea, coffee and fruit every week - Basingstoke office