Job Description

Details

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Reference number

437397

Salary

27,335 - 28,442
per annum, pro rata (This role is part-time 35 hours per week/0.93 FTA)
A Civil Service Pension with an employer contribution of 28.97%
GBP

Job grade

Administrative Officer

Contract type

Permanent

Type of role

Administration / Corporate Support

Science

Other

Working pattern

Flexible working, Job share, Part-time

Number of jobs available

1

Contents

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Location About the job Benefits Things you need to know Apply and further information

Location

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Chilton- Didcot (Scientific Campus)

About the job

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Job summary

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.


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.


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.

Job description

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.

Person specification

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

Benefits

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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.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

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Selection process details

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 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.

Future location

UKHSA is investing in a new state-of-the-art National Biosecurity Centre in Harlow, Essex, which will eventually bring together teams currently based at Canary Wharf, Colindale and Porton Down. For more details, please see: Huge biosecurity centre investment to boost pandemic protection - GOV.UK.


The new facilities will start becoming operational in the mid-2030s, with full completion by 2038. Staff will move in phases as facilities become available. If you're appointed to a role currently based at Canary Wharf, Colindale or Porton Down, please note that we'll continue investing in these sites for the next decade. As we get closer to the transition, we'll provide full information about relocation support available to staff.

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 consider 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 it could be time accrued over that period.

Artificial Intelligence (AI)

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 for more information on appropriate and inappropriate use. Link below: Artificial intelligence and recruitment , Civil Service Careers

Internal Fraud check

If successful for this role as one aspect of pre-employment screening, applicant's personal details - name, national insurance number and date of birth - will be checked against the Cabinet Office Internal Fraud Hub and anyone included on the database will be refused employment unless they can show exceptional circumstances. Currently this is only for External candidates to the Civil Service.

Careers website

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



Feedback will only be provided if you attend an interview or assessment.

Security

Successful candidates must meet the security requirements before they can be appointed. The level of security needed is counter-terrorist check .



See our vetting charter .
People working with government assets must complete baseline personnel security standard (opens in new window) checks.

Nationality requirements

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) 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
Further information on nationality requirements

Working for the Civil Service

The Civil Service Code 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 .
The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.

Diversity and Inclusion

The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see the Civil Service People Plan and the Civil Service Diversity and Inclusion Strategy .

Apply and further information

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The Civil Service welcomes applications from people who have recently left prison or have an unspent conviction. Read more about prison leaver recruitment (opens in new window).
Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.

Contact point for applicants

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Job contact :

Name : Lisa Tweedie Email : lisa.tweedie@ukhsa.gov.uk
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Recruitment team

Email : recruitment@ukhsa.gov.uk

Further information

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: Complaints@ukhsa.gov.uk




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: https://civilservicecommission.independent.gov.uk


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