Dose Records and CIDI Coordinator

The United Kingdom Health Security Agency (UKHSA) is a system leader for health security; taking action internationally to strengthen global health security, providing trusted advice to government and the public and reducing inequalities in the way different communities experience and are impacted by infectious disease, environmental hazards, and other threats to health.

UKHSA’s remit, as an agency with a global-to-local reach, is to protect the health of the nation from infectious diseases and other external threats to health. As the nation’s expert national health security agency UKHSA will:

• Prevent: anticipate threats to health and help build the nation’s readiness, defences and health security
• Detect: use cutting edge environmental and biological surveillance to proactively detect and monitor infectious diseases and threats to health
• Analyse: use world-class science and data analytics to assess and continually monitor threats to health, identifying how best to control and mitigate the risks
• Respond: take rapid, collaborative and effective actions nationally and locally to mitigate threats to health when they materialise
• Lead: lead strong and sustainable global, national, regional and local partnerships designed to save lives, protect the nation from public health threats and reduce inequalities.

Job overview

The Centre for Radiation, Chemical, Climate and Environmental Hazards (RCCE) is part of the UK Health Security Agency and is responsible for promoting improved health and reduced harm from:

• Radiation
• Hazardous chemicals in the environment
• Environmental change
• Extreme weather events such as flooding.

RCCE’s functions and responsibilities include:

• Providing advice on the topics above
• The assessment of health risks by means of research and collaborative projects
• Providing commercial services for radiological and chemical hazard protection
• Covering key roles in the RCCE Emergency Plans, especially plans for major radiation incidents which need to be maintained in a state of readiness.

The service helps build experience which informs UKHSA’s advice to government and users of radiation and makes a significant contribution towards the agency’s income.

Main duties of the job

Working within the Dose Records Office of PDS, the post holder will be responsible for:

• Coordinating the main routine functions of the dose records tasks including assisting with the PDS bespoke database.
• Work as part of a small team which is responsible for the maintenance of Dose Records for radiation workers, as set out within the scope by the Health & Safety Executive (HSE) for Requirements for Approved Dosimetry Services under the Ionising Radiations Regulations 2017 (RADS).
• Helping to maintain the 8,000+ dose records held on the PDS database, checking and amending dose history data when new data becomes available.
• Work closely with the Coordination & Records Manager to ensure the data is maintained promptly and accurately and adheres to both the RADS and the Ionising Radiations Regulations 2017 (IRR17).
• Identifying improvements to PDS bespoke software, review record keeping aspects of the office procedures as well as manual and quality assurance procedures.
• Interpretation of reports, technical documents such as the RADS and IRR17 plus relevant correspondence, answering queries from customers, other ADS’s, CIDI and other radiation professionals.

Working for our organisation

We pride ourselves as being an employer of choice, where Everyone Matters promoting equality of opportunity to actively encourage applications from everyone, including groups currently underrepresented in our workforce.

UKHSA ethos is to be an inclusive organisation for all our staff and stakeholders. To create, nurture and sustain an inclusive culture, where differences drive innovative solutions to meet the needs of our workforce and wider communities. We do this through celebrating and protecting differences by removing barriers and promoting equity and equality of opportunity for all.

Please visit our careers site for more information https://gov.uk/ukhsa/careers

We pride ourselves as being an employer of choice, where Everyone Matters promoting equality of opportunity to actively encourage applications from everyone, including groups currently underrepresented in our workforce.

UKHSA ethos is to be an inclusive organisation for all our staff and stakeholders. To create, nurture and sustain an inclusive culture, where differences drive innovative solutions to meet the needs of our workforce and wider communities. We do this through celebrating and protecting differences by removing barriers and promoting equity and equality of opportunity for all.

Please visit our careers site for more information https://gov.uk/ukhsa/careers

Detailed job description and main responsibilities

Your key responsibilities will include to:

• Be responsible for the main routine management of the dose records data; ensuring accuracy at all times
• Manage special entry applications plus checking of estimates and manual doses to ensure these adhere to the requirements of the Regulations and approvals of the service.
• Enter dose history data onto the PDS bespoke database and issue new/amended/updated reports to customers. This includes entering dose and personal data on, and extracting data from, the database to answer queries. Data entry to Dose Histories is mainly manual and requires a high level of thoroughness and accuracy.
• Provide information/advice to both new and existing customers on all aspects of the Dose Record Keeping Service.
• Liaise with the CIDI representative and C&R Manager to ensure dose data is transferred promptly and accurately to the CIDI database as required by RADS.
• Communicate effectively with customers on the more complicated queries verbally or in writing (email/post), and through our on-line service to ensure their queries are answered.
• Communicate well with colleagues from their own and other teams in PDS, as well as internal RPA’s to ensure an effective service for the customer
• Help deal with queries regarding the Dosimetry On-Line (DOL) system by working closely with the Service Team Leader to propose enhancements to improve the software and general administrative duties.
• Ensure QA procedures are followed at all times and monitor accuracy of doses added to records.
• The post holder will be required to work within the team and to tight deadlines laid out in the RADS and by customer requirements.
• Provide recommendations to line managers on potential improvements to office procedures to improve efficiency or effectiveness of the service and to the database used for coordination and record keeping of PDS.
• Provide deputy supervision and team leadership to the Dose Records Office on all dose record keeping aspects
• Check and issue Quarterly & Annual Reports via email (or post) to customers and authorised RPA’s

The duties/responsibilities listed above describe the post as it is at present and is not intended to be exhaustive. The Job holder is expected to accept reasonable alterations and additional tasks of a similar level that may be necessary.

Essential criteria - you will be assessed on the below 9 essential criteria, which have been selected from the Job Description Document.

Selection process details

This vacancy will be assessed using a competency-based framework which will assess your Qualifications, knowledge and experience and/or skills and capabilities outlined in the essential criteria.

You will be required to complete an application form. You will be assessed on the 9 essential criteria listed, and this will be in the form of a:

• Application form (‘Employer/ Activity history’ section on the application
• 750 word Statement of Suitability

This should outline how you consider your skills, experience, and knowledge, provide evidence of your suitability for the role, with reference to the essential criteria.

Please note that you will only be assessed on the essential criteria listed within the advert and not all those listed in the job description.

The Application form and Statement of Suitability will be marked together.

Longlisting: In the event of a large number of applications we will longlist into 3 piles of:

• Meets all essential criteria
• Meets some essential criteria
• Meets no essential criteria

Piles Meets all essential criteria and Meets some essential criteria will be moved through to the shortlisting stage.

Shortlisting: In the event of a large number of applications we will shortlist on:

• Attention to detail, ensuring accuracy – including data entry and quality assurance checks

Please do not exceed 750 words. We will not consider any words over and above this number. If you are successful at this stage, you will progress to an interview. Unfortunately, late applications will not be considered.

Please note you will not be able to upload your CV. You must complete the application form in as much detail as possible. Please do not email us your CV.

Feedback will not be provided at this stage.

Stage 2: Interview (competency based)

You will be invited to a (single) face to face interview. If face to face interviews are planned, in exceptional circumstances, we may be able to offer a remote interview.

Knowledge, experience, skills & abilities will be tested at interview.

Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.

Location

This role is being offered as office based at our Scientific campus in Chilton. Please note hybrid working is not available for this role.

You should normally have been resident in the United Kingdom for the last 3 years as the role requires Counter Terrorism Check (CTC) clearance. In exceptional circumstances UK residency less than the outlined periods may not necessarily bar you from gaining national security vetting and applicants should contact the Vacancy Holder/Recruiting Manager listed in the advert for further advice.

Eligibility Criteria

Open to all external applicants (anyone) from outside the Civil Service (including by definition internal applicants).

Security Clearance Level Requirement

Successful candidates must pass a disclosure and barring security check.

Person specification

Qualifications

• 1 A-Level (Science based) + 3 GCSEs (Maths, English and Science), or equivalent experience

Knowledge and experience 1

• Experience of working in a commercial environment to include direct contact with customers

Knowledge and experience 2

• Experience of supervising and working as part of a team in a customer-oriented environment

Knowledge and experience 3

• Good understanding of computer record functions and processes

Skills and capabilities 1

• Ability to communicate effectively with customers and colleagues orally and in writing at various levels

Skills and capabilities 2

• Ability to work effectively and flexibly as part of a team and form good working relationships with all stakeholders

Skills and capabilities 3

• Attention to detail, ensuring accuracy – including data entry and quality assurance checks

Skills and Capabilities 4

• Excellent organisational and planning skills, including prioritisation and time management

Skills and Capabilities 5

• Competent computer skills (e.g. Outlook, Word, Excel and web-based products)

IMPORTANT - PLEASE READ

Your application may be rejected and/or you may be subject to disciplinary action if evidence of plagiarism is detected. Examples of plagiarism can include presenting the ideas and experience of others, or generated by artificial intelligence (AI), as your own.

Applicants must also meet necessary security and vetting requirements, along with any other relevant pre-employment checks.

This job is broadly open to the following groups:

• UK nationals
• nationals of the Republic of Ireland
• nationals of Commonwealth countries who have the right to work in the UK
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window)
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
• individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
• Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service

For more information on job nationality requirements and the right to work in the UK, see the Civil Service Nationality rules (opens in a new window) and the UK Visas and Immigration rules (opens in a new window)

Either case is determined by whichever is the highest.

The Civil Service pay structure and progression is different from NHS Agenda for Change (AfC), most local authority pay grades and other systems that have annual pay increments. For further details, please refer to the Information Sheet- Starting Salaries & Benefits attachment.

For AfC or Medical/Dental posts, you must have the correct professional registration to be appointed. The pay will follow the AfC or Medical & Dental terms & conditions. You may be asked to provide evidence of previous service whilst we are conducting pre-employment checks to determine your starting salary.

You cannot take the post up as a fixed term. If you are an existing UKHSA member of staff, you will take up the post as either a level transfer or a temporary promotion as per the UKHSA’s Pay policy.

Given the nature of the work of the UKHSA, as a Category 1 responder under the Civil Contingencies Act, you may be required in an emergency, if deemed a necessity, to redeploy to another role at short notice. You may also be required to work at any other location, within reasonable travelling distance of your permanent home address, in line with the provisions set out in your contract of employment.

Late Applications will unfortunately not be considered.

Working for the Civil Service

The Civil Service Code (opens in a new window) sets out the standards of behaviour expected of civil servants.

We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles (opens in a new window).

The Civil Service embraces diversity and promotes equality of opportunity. The law requires that selection for appointment to the Civil Service is on merit on the basis of fair and open competition, as outlined in the Civil Service Commission's Recruitment Principles.

If you feel your application has not been treated in accordance with the Recruitment Principles, and you wish to make a complaint, in the first instance, you should contact UKHSA Public Accountability Unit via email: [email protected] If you are not satisfied with the response you receive from the Department, you can contact the Civil Service Commission: Visit the Civil Service Commission website here.

Reserve List - If more than the required number of suitable candidates pass the interview criteria, you may be kept on a reserve list for 12 months subject to your agreement. You may be contacted, in merit-order, if similar roles with closely matching essential criteria become available and the department choose to appoint from a reserve list.

The panel will assess if candidates meet the requirement of the role first, using a specific benchmark system. If you are interviewed for the post and do not meet the required threshold for the specified grade, your application may be assessed against a similar, lower grade role and you may be offered the post should one be available.

Interview expenses will not be reimbursed.

UKHSA is required to check employment and/or education history covering three consecutive years. Please ensure you give details of at least two different referees, even if you were employed in one company for three years or more.

If you are offered a job, information will also be transferred into the national NHS Electronic Staff Records system. Please note, all communication regarding your application will be made via email, please ensure you check your junk/spam folders as emails are sometimes filtered there.

Any move to UKHSA from another employer will mean you can no longer access childcare vouchers. This includes moves between government departments. You may however be eligible for other government schemes, including Tax-Free Childcare. Determine your eligibility at https://www.childcarechoices.gov.uk/.

Benefits of working at UKHSA include:

• Generous annual leave:
• 26 days for the first 5 years of continuous service
• 28 days after 5 years of continuous service
• 32 days after 10 years of continuous service
• Plus public holidays and one privilege day for the King’s birthday
• Access to a generous Defined Benefit pension scheme with employer contributions.
• Access to a cycle-to-work salary sacrifice scheme, season ticket advances and payroll giving.
• Access to a retail discounts and cashback site.
• We also promote flexible working patterns (part-time, job-share, condensed hours). UKHSA views flexible working as essential in enabling us to recruit and retain talented people, ensuring that they are able to enjoy a long-lasting career with us. All employees have the right to apply for flexible working and there are a range of options available including working from home, compressed hours and job sharing.
• We also offer a generous maternity/ paternity and adoption leave package.

Hybrid Working

UKHSA operates a hybrid working model where business needs allow. This provides us with greater flexibility about how and where we work, to get the best from our workforce.

As a hybrid worker, you will usually spend a minimum of 60% of your contracted hours (averaged over a month) working at one of UKHSA's locations (approximately 3 days a week pro rata) and the rest of your time working from home.

Disability Confident Scheme

If you wish to be included in this scheme please tick the box on your application form.

Reasonable Adjustments

The Civil Service is committed to making sure that our selection methods are fair to everyone.

To help you during the recruitment process, we will take into account any reasonable adjustments that could help you.

An adjustment is a change to the recruitment process or an adjustment at work.

This is separate to the Disability Confident Scheme.

If you need an adjustment to be made at any point during the recruitment process you should:

Contact the recruitment team in confidence as soon as possible to discuss your needs.

You can find out more information about reasonable adjustments across the Civil Service here: https://www.civil-service-careers.gov.uk/reasonable-adjustments/

International Police Check

If you have spent more than 6 months abroad over the last 3 years you may need an International Police Check. This would not necessarily have to be in a single block, and could be time accrued over that period.

Internal Fraud check

Currently this is only for External candidates to the Civil Service.