Dose Records Officer

Job summary

The Personal Dosimetry Service (PDS) is a commercial service, approved by the Health & Safety Executive (HSE) that serves over 5,500 employers working with ionising radiations in the industrial, research and medical sectors, by assessing the radiation doses to their employees. This is carried out by means of passive personal dosemeters, which are worn by the employee for a period then returned to PDS for processing and reporting. The service also helps build experience which informs UKHSA’s advice to government and users of radiation and makes a significant contribution towards RCEHD’s annual income. The PDS is a group of around 25 staff issuing dosemeters to over 80,000 workers in the UK and overseas.

The Administrative Officer (Technical) position is part of the Dose Records Office. This small team is responsible for processing orders, the issue of orders for radiation dosemeters to the Laboratories, the maintenance of 10,000 dose records and the issue of dose reports for over 5,500 customers whilst maintaining an excellent level of customer care.

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.

Job description

The post holder’s main duties will involve participating in the day-to-day work of the Dose Records Office and maintaining a high level of accuracy in accordance with Standard Operating Procedures. This will require some knowledge and experience, as well as the ability to interpret and deal with customer queries. There will also be close contact with other areas within PDS such as the laboratories and despatch services as well as UKHSA Radiation Protection Advisor’s (RPA) and Facilities etc.

The post holder will be required to:

• Provide information to both new and existing customers on all aspects of the Dose Record Keeping Service.
• Deal with queries via post, email, telephone and our on-line service to liaise with customers to ensure their queries are answered.
• Enter data accurately onto the PDS bespoke database and run Dosemeter issue requests to supply the PDS Laboratories with issue files that the process creates.
• Enter dose and personal data on, and extract data from, the database to answer queries. Data entry is mainly manual and requires a high level of thoroughness and accuracy.
• Check and issue dose reports via post and email to customers and RPAs, always following the QA procedures to check accuracy.
• Assist in investigating customer queries and in answering these queries verbally and in writing.

The work involves continual contact with customers and is carried out to deadlines specified in regulatory requirements, in QA documentation or by line managers. The post holder will have direct responsibility in dealing with a selection of large-value customers. The office supervisor (line manager) will be responsible for the organisation of the whole office workload, but the jobholder will be responsible for their own work and will work as part of a team to fulfil the required duties.

This list is not exhaustive.

Person specification

Essential criteria:

• GCSE’s (or equivalent level qualification) including Maths, English, Science or equivalent experience in an administrative role.
• Knowledge of good customer care and experience of good customer service
• Previous experience of working in an administrative environment using computerised data systems & working knowledge of Microsoft Office including Word and Excel
• Experience of working in a customer-oriented environment as part of a team
• Experience of office-based database entry work
• Clear communicator with good writing, data entry and telephone skills ensuring accuracy
• Ability to work effectively as part of a team
• Problem solving skills
• Able to work on own initiative, organising and prioritising own workload to set deadlines
• An understanding of and commitment to equality of opportunity and good working relationships

Desirable criteria:

• General awareness of the hazards and uses of ionising radiation
• Understanding of Data Protection legislation
• Experience of working for an Approved Dosimetry Service
• Familiarity with the uses of personal dosimetry and awareness of the regulatory framework for personal dosimetry
• Experience of using a Dose Records/reporting computer database

Benefits

Alongside your salary of £27,335, UK Health Security Agency contributes £7,918 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides (opens in a new window).

• Learning and development tailored to your role
• An environment with flexible working options
• A culture encouraging inclusion and diversity
• A Civil Service pension with an employer contribution of 28.97%

Things you need to know

Artificial intelligence

Artificial intelligence can be a useful tool to support your application, however, all examples and statements provided must be truthful, factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence, as your own) applications may be withdrawn and internal candidates may be subject to disciplinary action. Please see our candidate guidance (opens in a new window) for more information on appropriate and inappropriate use.

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 abilities outlined in the essential criteria.

Stage 1: Application & Sift

You will be required to complete an application form. You will be assessed on the listed 10 essential criteria, and this will be in the form of a:

• Application form (‘Employer/ Activity history’ section on the application)
• 750word supporting statement.

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

You will receive a joint score for your application form and statement. (The application form is the kind of information you would put into your C.V –please be advised you will not be able to upload your CV. Please complete the application form in as much detail as possible). Please do not email us your CV.

Healthjobs UK has a word limit of 1500, but your supporting statement must be no more than750 words. We will not consider any words over 750 words.

Longlisting:

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

1. Meets all