Job summary
- Main area
- Science
- Grade
- Civil Service: Administrative Officer (AO)
- Contract
- Permanent
- Hours
- Part time
- Job share
- Flexible working
- Job ref
- 919-LT-302934-EXT
- Employer
- UK Health Security Agency
- Employer type
- Public (Non NHS)
- Site
- Scientific Campus
- Town
- Chilton (Didcot)
- Salary
- £27,335 - £28,442 per annum, pro rata
- Salary period
- Yearly
- Closing
- 30/11/2025 23:59
Employer heading
Dose Records Officer (DRO)
Civil Service: Administrative Officer (AO)
Job overview
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.
Main duties of the job
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.
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
Detailed job description and main responsibilities
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.
PROFESSIONAL DEVELOPMENT
- Identify, discuss and action own professional performance and training / development needs with your line manager through appraisal / individual development plan. Attending internal / external training events
- To participate in all mandatory training as required, i.e., fire safety, information governance and all other mandatory training.
KEY WORKING RELATIONSHIPS
The post holder will develop working relationships and communicate regularly with a wide range of individuals, clinical and non-clinical, internal, and external to UKHSA. This will include:
Internal
- Scientific staff in Department up to Group Leader
- Administration staff in Department
- Specialist staff in other groups/departments
- Head of Department
- Scientific staff in other Departments up to Group Leader
External
- Commercial customers – daily. This is likely to be phone or e-mail contact with customers at a wide range of levels, up to senior management. It will involve the provision of information on the range of services provided, of radiation dosemeter results, the content of written reports and/or other supporting documents.
- Direct and regular contact with a selection of key larger-value customers for whom they will be the first point of contact.
- Customer contacts range from radiation specialists (RPA and wearer of dosemeters) to those who have little knowledge of radiation (administrators and receptionists), at both senior and junior levels.
- Occasional liaison with customers during visits to PDS.
Essential Criteria
- 5 GCSE’s (or equivalent qualification) including Maths, English and Science or equivalent experience
- Knowledge of good customer care and experience of good customer service
- Previous experience of working in an administrative environment using computerised data systems
- Experience of working in a customer-oriented environment as part of a team
- Experience of office-based database entry work
- Working knowledge of Microsoft Office including Word and Excel
- 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
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
Competency-based
You will be required to complete an application form. You will be assessed on the listed 11 essential criteria, and this will be in the form of a:
- Application form (‘Employer/ Activity history’ section on the application)
- 1000 word 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.
The Application form and supporting statement will be marked together.
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.
Longlisting: In the event of a large number of applications we may longlist into 3 piles of:
- Meets all essential criteria
- Meets some essential criteria
- Meets no essential criteria
If longlisting is used, the pile 'meets all essential criteria' will proceed to shortlisting.
Shortlisting: In the event of a large number of applications we may conduct an initial sift on the lead criteria of:
- Previous experience of working in an administrative environment using computerised data systems
- Clear communicator with good writing, data entry and telephone skills ensuring accuracy
Desirable criteria may be used in the event of a large number of applications/large amount of successful candidates
If you are successful at this stage, you will progress to interview & assessment
Healthjobs UK has a word limit of 1500, but your supporting statement must be no more than 1000 words. We will not consider any words over and above this number.
Feedback will not be provided at this stage.
Stage 2: Interview
Competency based
You will be invited to a single face to face interview.
Knowledge, experience, skills & abilities will be tested at interview.
Interview dates to be confirmed.
Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.
Selection Process
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.
Location
This role is based at Chilton. Please note hybrid working is not available for this role.
Security Clearance Level Requirement
Successful candidates must pass a disclosure and barring security check.
Successful candidates must meet the security requirements before they can be appointed. The level of security needed is Counter-terrorist Check.
This role is being offered as office/lab based at our Scientific Campus in Chilton. If based at one of our scientific campuses, you will be required to have a Counter Terrorism Check security vetting check as a minimum. For meaningful National Security Vetting checks to be carried out individuals need to have lived in the UK for a sufficient period of time. 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
External: Open to all external applicants (anyone) from outside the Civil Service (including internal applicants).
Face to Face Interviews
In exceptional circumstances, we may be able to offer a remote interview.
Salary Information
If you are successful at interview, and are moving from another government department, NHS, or Local Authority, the relevant starting salary principles for level transfers or promotions will apply. Otherwise, roles are offered at the pay scale minimum for the grade, but in exceptional circumstances there may be flexibility if you are able to demonstrate you are already in receipt of an existing, higher salary. Pay increases are through the relevant annual pay award for the role and terms.
Person specification
Application form and supporting statement
Essential criteria
- Application form and supporting statement
Interview
Essential criteria
- Questions on knowledge, experience, skills and abilities.
Employer certification / accreditation badges
Documents to download
Further details / informal visits contact
- Name
- Lisa Tweedie
- Job title
- Resourcing Support Officer
- Email address
- [email protected]
- Additional information
For additional information relating to the role please contact Christina Hoddinott [email protected]
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