Dose Records & CIDI Coordinator

Job description

Job responsibilities

The job holder will be responsible for the routine technical aspects of the service; assessing & adding special entry applications, updating worker dose histories and liaising directly with the HSE Central Index of Dose Information (CIDI) on the regular transfer of data and updates to classified worker data and dose histories. The post holder will also need some understanding of the other aspects of work within the team such as the setting up and issue of orders of radiation dosemeters to the Laboratories, answering calls and resolving customer queries whilst maintaining an excellent level of customer care.

This will require a suitable level of knowledge and experience, as well as the ability to interpret and deal with complicated customer queries. There will also be close internal contact with other areas within PDS including the PDS manager, UKHSA Radiation Protection Advisors (RPA), IT and Facilities etc.

Externally, the post holder will need to assist in liaising closely with the PDS software support supplier to ensure flexibility and security of the system and data, as well as helping with enhancements and improvements to the system. PDS replaced the main database and the on-line system, August 2024.

Your key responsibilities will include:

• 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 RPAs 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.
• 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 RPAs

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.

Selection process details

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

You will be required to complete an application form. You will be assessed on the 10 essential criteria listed, 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 you consider 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.

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

• Meets all essentialcriteria

• Meets some essential criteria

• Meets no essential criteria

Piles Meets all essentialcriteriawill be moved through to the shortlisting stage.

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

• 2 A-Levels in Maths and Science + 2 GCSEs in Maths and English or NVQ level 3 Maths and English or significant experience in a technical data analyst role

Please do not exceed 1000 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) remote interview. 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/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

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

Essential criteria

Essential

• 2 A-Levels in Maths and Science + 2 GCSEs in Maths and English or NVQ level 3 Maths and English or significant experience in a technical data analyst role
• Experience of working in a commercial environment to include direct contact with customers
• Experience of supervising and working as part of a team in a customer-oriented environment
• Good understanding of computer record functions and processes
• Ability to communicate effectively with customers and colleagues orally and in writing at various levels
• Ability to work effectively and flexibly as part of a team and form good working relationships with all stakeholders
• Attention to detail, ensuring accuracy - including data entry and quality assurance checks
• Excellent organisational and planning skills, including prioritisation and time management
• Competent computer skills (e.g. Outlook, Word, Excel and web-based products)
• An understanding of and commitment to equality of opportunity and good working relationships, both in terms of day-to-day working practices, but also in relation to management systems

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

UK Health Security Agency

Address

UKHSA Chilton

Harwell Campus

Didcot

OX11 0RQ

Employer's website

https://www.gov.uk/government/organisations/uk-health-security-agency (Opens in a new tab)