Dosemeter Logistics Administrator (Bank)

Job summary

The Radiation, Chemical, Climate and Environmental Hazards Directorate (RCCE) is part of the UKHSA Chief Scientific Officer Group 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

The Personal Dosimetry Service (PDS) is a commercial service, approved by the Health & Safety Executive (HSE) serving over 5,500 employers working with ionising radiations in the industrial, research and medical sectors, by assessing radiation doses to employees. This is carried out using passive personal dosemeters, worn by the employee for a period then returned to PDS for processing and reporting. The service also helps build experience to inform UKHSA’s advice to government and radiation users and makes a significant contribution towards RCCEHD’s annual income. PDS is a group of around 35 staff issuing dosemeters to over 80,000 workers in the UK and overseas.

The Administrative Officer position is part of the Dosemeter Logistics Office. They’re required to work as part of a small team responsible for the reception of used radiation dosemeters and the despatch of fresh dosemeters (an average of 8,750 per week); deal with customer delivery and other enquiries; accurate packing of general and specialised customer orders; and the despatch of accessories such as spare dosemeter holders, whilst maintaining an excellent level of customer care for our 5000+ customers

Job description

The post holder will provide admin support for a highly specialised personal dosimetry services as part of a mixed team of scientists and admin staff. This requires knowledge & experience of interpreting, dealing with customer queries and communicating effectively with a wide range of people. There’s especially close contact with areas of PDS such as the laboratories, Customer Services, Dose Records Office as well as UKHSA RPA’s and Facilities for post/courier etc.

The post holder’s main duties will involve participating in day-to-day work of the Dosemeter Logistics Office, maintaining a high level of accuracy using standard operating procedures. Thoroughness, diligence and a commitment to customer care is required. The post holder will also assist in investigating & responding to customer & colleague queries either verbally or in writing (usually by email). There may occasionally be work unsupervised, carrying out straightforward functions like dosemeter packing/unpacking using standard operating procedures.

The work involves contact with customers to tight deadlines specified in regulatory requirements, QA documentation or by line managers. The post holder will have shared responsibility for ensuring parcels are packaged & sent out to customers in a timely manner. The Team Leader and Assistant Supervisor are responsible for organising the whole office workload but the jobholder will be responsible for his/her own work as part of a team to fulfil the required duties.

Detailed job description and main responsibilities

The work covers a wide range of tasks, including:

• Manual packing and unpacking of dosemeters
• Dealing with incoming paperwork and distributing it to other sections of the group
• Communicating effectively with other areas including internal and external customers, to ensure an excellent service
• Helping to monitor stock levels
• Liaising with the Team Leader and Assistant Supervisor on planning and staffing operating and monitoring office equipment
• Check delivery note requirements against dosemeter supply, always following the QA procedures to check accuracy.
• Liaising with colleagues in PDS to manage the collation/delivery of the dosemeters to the customer requirements (e.g. with the laboratories for specialist dosemeters and Customer Services for special delivery options such as courier).
• Enter customer address and special reporting requirements onto the PDS bespoke database to set up new customer sites. Data entry is manual and requires a high level of thoroughness and accuracy.
• Following office procedures
• Keeping accurate records (for example spreadsheets of courier/Special deliveries)
• Carrying out routine quality assurance procedures.

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.

This list is not exhaustive.

Person specification

Essential Criteria:

• GCSEs (or equivalent qualification) including Maths and English or equivalent experience in administration
• 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

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

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%

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.

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

Competency Based

You will be required to complete an application form. You will be assessed on the listed 6 essential criteria, and this will be in the form of a:

• Application form (Employer/ Activity history’ section on the application)
• 1500 word supporting statement.

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.

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.

Longlisting:

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

1. Meets all essential criteria

1. Meets some essential criteria

1. Meets no essential criteria

If used, the pile ‘Meets all essential criteria’ will proceed to shortlisting.

Shortlisting:

In the event of a large number of applications we will conduct an initial sift, on the lead criteria of:

• GCSEs (or equivalent qualification) including Maths and English or equivalent experience in administration
• Previous experience of working in an administrative environment using computerised data system

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.

Feedback will not be provided at this stage.

Stage 2: Interview

Competency Based

You will be invited to a single face to face interview at the Scientific Campus in Chilton. Didcot.

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.

Interview dates are yet to be confirmed.

Location:

Please note hybrid working is not available for this role.

This role is being offered as office based at our Scientific Campus in Chilton, Didcot.

When based at our scientific campus, 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.

Security Clearance Level Requirement

Successful candidates must pass a basic disclosure and barring security check before they can be appointed.

Successful candidates must meet the security requirements before they can be appointed. The level of security needed is Counter-Terrorist Check.

Eligibility Criteria

External-This vacancy is open to all external applicants (anyone) from outside the Civil Service as well as internal applicants.

Secondments and Loans

If this role is fixed term and you are not currently a civil servant, you will take up the post on a Fixed Term appointment; you may be able to take this role up as a Secondment. If you are an existing Civil Servant, based outside of UKHSA, you will take up the post as a loan which you will need your department to agree. Loans are normally agreed for a period of two years. However, this may be extended where required, subject to agreement between UKHSA and your home department. 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.

If this role is permanent, it may also be available as a loan (for existing civil servants only) or secondment arrangement, subject to business need and agreement from the hiring manager and, where applicable, the employee's home organisation.

Qualifications and Registrations

For roles where specific qualifications or registrations are required, successful applicants will be asked to provide appropriate evidence. Employment cannot commence until satisfactory documentation has been received and verified.

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.

Incident Response Activity

From time to time, the role holder may be required to support UKHSA’s incident response activity by contributing their appropriate expertise within an Incident Cell; during such periods, supported by the line manager, this work will take priority over normal day-to-day responsibilities, commensurate with their grade, skills and experience.

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.

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

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.

Please Note: This is a bank role, with working hours offered according to service requirements and post holders availability.

Please be aware that the salary is based on the office location.
Administrative Officer (AO)

• £27,335 -£28,442 (Outer London)

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

Security

Successful candidates must undergo a basic (or equivalent) criminal record check.Successful candidates must meet the security requirements before they can be appointed. The level of security needed is counter-terrorist check (opens in a new window).

See our vetting charter (opens in a new window).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) (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

Further information on nationality requirements (opens in a new window)

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 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 theCivil Service People Plan (opens in a new window) and the Civil Service Diversity and Inclusion Strategy (opens in a new window).

Apply and further information

This vacancy is part of the Great Place to Work for Veterans (opens in a new window) initiative.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

Job contact :

• Name : Nigel Poole
• Email : Nigel.Poole@ukhsa.gov.uk

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 here.