The United Kingdom Health Security Agency (UKHSA) is a system leader for health security; taking action internationally to strengthen global health security, providing trusted advice to government and the public and reducing inequalities in the way different communities experience and are impacted by infectious disease, environmental hazards, and other threats to health. UKHSA’s remit, as an agency with a global-to-local reach, is to protect the health of the nation from infectious diseases and other external threats to health. As the nation’s expert national health security agency UKHSA will: Prevent: anticipate threats to health and help build the nation’s readiness, defences and health security Detect: use cutting edge environmental and biological surveillance to proactively detect and monitor infectious diseases and threats to health Analyse: use world-class science and data analytics to assess and continually monitor threats to health, identifying how best to control and mitigate the risks Respond: take rapid, collaborative and effective actions nationally and locally to mitigate threats to health when they materialise Lead: lead strong and sustainable global, national, regional and local partnerships designed to save lives, protect the nation from public health threats and reduce inequalities. Job overview The Personal Dosimetry Service (PDS) is a commercial service, approved by the Health & Safety Executive (HSE) that serves over 7,500 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 the Radiation, Chemical, Climate and Environmental (RCCE) annual income. The PDS is a group of around 35 staff, plus 12 bank staff, who issue and assess doses from dosemeters to over 90,000 workers in the UK and overseas. We are looking for a Database & Records Manager to contribute to the health and safety of employees exposed to ionising radiation in their work environments and the role requires highly specialised technical, scientific and legislative knowledge and skills coupled with extensive relevant experience. The Database & Records Manager will be responsible for overall management of dosimetry personal information and databases, ensuring the service runs reliably and efficiently for our 7500 customers. All data is subject to the requirements of the Ionising Radiations Regulations 2017 and other relevant legislation. The postholder will manage and plan to improve and maintain database efficiency and integrity. This will involve regular liaison with stakeholders, external support providers, UKHSA IT support and colleagues across RCCE departments, including emergency response. Advert The Database & Records Manager will be required to manage the team responsible for PDS databases which holds dosimetry and customer information. The postholder’s key main duties will involve: Leading the development and maintenance of the service databases and associated procedures to ensure adequate technical capability to respond in (a) routine business and (b) emergency response situations. Taking a lead in regularly assessing current database functions and capability, and the associated resources including staffing, to ensure routine and emergency response requirements are met. Proposing and agreeing actions to deliver these developments, and ensuring that projects are managed effectively, taking the lead in projects for database development. Responsibility for maintaining dose record readiness to comply with the Ionising Radiations Regulations 2017 and the Radiation (Emergency Preparedness and Public Information) Regulations 2019. 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 postholder will be a motivated individual with excellent organisation and communication skills. They will work within our established quality management and customer care systems to improve reliability and resilience in routine business and emergency response preparedness. They will manage a small team of permanent staff and bank staff. The service continues to expand, and they will have a role in ensuring that our databases and their operation continue to be highly reliable and efficient. Our emergency response function is to provide for population monitoring in the event of a radiation incident. The postholder will work with the PDS Technical Development Manager and other colleagues in ensuring that emergency capability is established and maintained, to include database functionality, personnel, regular testing and exercising, and continuing liaison with stakeholders, including colleagues in RCCE Emergency Response group. Managerial (Staff and Database) Routine management of a small team; line manager to the Coordination & Record Keeping Manager and dose records team. Management of capital software acquisitions – business justifications, liaison with procurement etc. and project management including negotiating with suppliers on purchases and support contracts. Liaison and communication with own staff, other PDS staff, other UKHSA departments/ groups, external agencies, suppliers etc. Responsibility for ensuring support and maintenance cover for bespoke PDS software systems, including assistance in procurement activities and liaison with suppliers. Forward planning with the PDS Manager for technical improvements in database operations, investigating and making suggestions for solutions for improved efficiencies. Planning, reviewing and making suggestions for audits; writing up audits and making suggestions for improvements, taking a senior auditor role within PDS. Reviewing and developing procedures (Manuals & Standard Operating Procedures) for input into quality documents for PDS’s approval by the UK Health & Safety Executive (HSE) as a Dosimetry Service as well as accreditation as a Testing Laboratory under the ISO/IEC 17025:2017 standard. Ensuring reliability and continuity of systems by overseeing maintenance and development. Liaison with suppliers, procurement etc; developing business justification / cases and managing expenditure. Emergency Response Management Responsible for the development, in consultation with other stakeholders, of new requirements for data collection and storage for members of the public in the event of a radiation emergency. Responsible for development, testing and maintenance of dose record systems for radiation emergencies. Liaise with internal and external stakeholders including PDS staff, UKHSA Emergency Response Group, IT support, Procurement, external suppliers. Ensure that PDS database systems will remain secure and operational in emergency situations, to include contingency planning. Participate in RCCE emergency response exercises at appropriate levels and developing self and staff through training. Responsible for exercising PDS emergency response plans as appropriate. Evaluate risks to routine business, e.g. when participating in emergency response There will also be close contact with other teams within PDS as well as other UKHSA groups such as Emergency Response, Procurement, IT, Facilities etc. All work is carried out to tight deadlines specified in regulatory requirements, in QA documentation or by line managers. The Database & Records Manager will support the PDS Manager in all aspects of data and software management. Emergency Response Occasional participation in the UKHSA response to radiological emergencies when the need arises may be needed, in accordance with the roles described in the RCCE Emergency Plan. These roles will be appropriate to the postholder’s level of knowledge and experience. Key Working Relationships The Database & Records Manager will develop working relationships and communicate regularly with a wide range of individuals, internal and external to UKHSA. This will include: - Internal Scientific and administrative staff within PDS group Department staff at all levels up to Head of Department Administration staff in Department Specialist staff in other groups/depts such as Leeds PADC Lab team Emergency response group colleagues Scientific staff in other Departments up to Head of Department UKHSA corporate: Facilities, HR, ICT, Procurement etc. External Commercial customers. This is likely to be phone or e-mail contact with customers at a wide range of levels, from non-specialists up to senior management. It will involve communicating non-routine results such as high doses, urgent assessments, and dose queries. Customers’ specialist Radiation Protection Advisers External emergency response stakeholders PDS Suppliers, including support engineers for databases Colleagues in other dosimetry services HSE specialist inspectors Visitors to PDS including students on UKHSA courses Professional Development Identify, discuss and action own professional performance and training/development needs with your line manager through appraisal/individual development plan. Attend internal/external training events. Participate in all mandatory training as required, i.e. fire safety, information governance and all other mandatory training. The above is only an outline of the tasks, responsibilities and outcomes required of this role. You will carry out any other duties as may reasonably be required. The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the organisation. Essential Role Criteria: Level 6 qualification (e.g. degree) in a physical science, or equivalent experience in a Dosimetry Service. Experience of working in, and of managing a small team, including line-management responsibilities; training, developing, coaching, leading and motivating staff; working in a team that delivers technically complex services in an area with stringent technical requirements. Experience of following standard quality procedures, particularly ISO17025 to maintain accreditation for the Laboratory including preparing, planning and leading audits. Experience of working in a customer-oriented, commercial environment to include direct contact with customers and knowledge of good customer care. Experience of large-scale database management within a scientific organisation; and of planning/ implementing challenging projects in a fast-paced multidisciplinary radiation laboratory service. Ability to analyse technical, and operational problems delivering sound recommendations. Ability to analyse and interpret complex facts and situations, leading to appropriate judgements and decisions. Ability to assess solutions against cost/priority to make sound business decisions/recommendations and provide ways forward to gain financial approval/resolution of problems. Excellent, effective communication and relationship building skills, to include face-to-face, audio/video and written, covering a range of stakeholders, such as customers, colleagues, suppliers, specialists and non-specialists. Ability to convey complex instructions, ideas and opinions, and sometimes sensitive information, clearly and concisely, both orally and in writing, and able to use the appropriate style and method for a wide range of situations. Excellent prioritising, both routinely and in pressured emergency situations, with the ability to see, keep in mind and act upon “the bigger picture”: all the various operational dependencies and relationships. Ability to manage and prioritise a personal portfolio of short- and long-term work, make decisions autonomously, when required, working to tight and changing timescales. Desirable Role Criteria: Internal Auditing Training for ISO17025:2017. Experience in radiation protection and of working in an HSE approved Dosimetry service environment, with knowledge of current regulations. Experience of attending exhibitions and scientific meetings on behalf of PDS; including representing PDS at UK fora; Excellent communications skills: face-to-face, audio/video, written, covering a range of stakeholders, specialists and non-specialists. Ability to interpret regulations and standards to provide recommendations on maintaining approvals, and to carry out development of dosimetry services for PDS Application & Sift This vacancy is using Competency. At sift stage you will be assessed against the essential criteria listed in the job advert. You will be required to complete an: 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. Healthjobs UK has a word limit of 1500, but your statement of suitability must be no more than 1000 words. Please do not exceed 1000 words. We will not consider any words over and above this number. The application form and supporting statement will be marked together. The application form is the kind of information you would put into your CV – please be advised you will not be able to upload your CV. Please complete the application form in as much detail as possible. 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 Those that meet all essential criteria will be selected. Shortlisting If we receive a large number of applications, we will do an initial sift against the lead criteria: Level 6 qualification (e.g. degree) in a physical science, or equivalent experience in a Dosimetry Service. Experience of working in, and of managing a small team, including line-management responsibilities; training, developing, coaching, leading and motivating staff; working in a team that delivers technically complex services in an area with stringent technical requirements. Experience of following standard quality procedures, particularly ISO17025 to maintain accreditation for the Laboratory including preparing, planning and leading audits. Please note feedback will not be provided at this stage. Interview Interview stage (competency based): You will be invited to a face-to-face interview. During the interview we will assess the below against the Essential Criteria: Knowledge Experience Skills and Abilities You will be asked to prepare and present a 5-10 minute presentation at the start of your interview. The presentation subject is: IT Security and Personal Data Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records. Eligibility Criteria Open to all external applicants (anyone) from outside the Civil Service (including by definition internal applicants). Location This role is being offered as based at our Chilton Scientific Campus, Didcot, Oxfordshire OX11 0QX When based at one of our scientific campuses, you will be required to have a Counter Terrorism Check security vetting check as a minimum. Security Clearance Level Requirement All successful candidates must meet the basic security requirements before they can be appointed. The level of security needed is: Basic Personnel Security Standard (BPSS DBS Requirement: Basic DBS For this role you will also need to meet: Counter Terrorism Check (CTC 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. Please note: 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. IMPORTANT - PLEASE READ 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 This is a Non-Reserved post under the Civil Service Nationality Rules. To be eligible for employment in the UK Civil Service applicants must meet the Civil Service Nationality Rules (CSNRs) which operate independently of and additionally to the Immigration Rules. Applicants must also meet necessary security and vetting requirements, along with any other relevant pre-employment checks. 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 For more information on job nationality requirements and the right to work in the UK, see the Civil Service Nationality rules (opens in a new window) and the UK Visas and Immigration rules (opens in a new window) For posts on UKHSA Civil Service terms and conditions, new entrants to the Civil Service are expected to start on the minimum of the pay band. For existing Civil Servants and roles advertised across government, the rules of transfer apply, i.e., level transfers move on current salary or the pay range minimum, transfers on promotion move to new pay range minimum or receive a 10% increase. Either case is determined by whichever is the highest. The Civil Service pay structure and progression is different from NHS Agenda for Change (AfC), most local authority pay grades and other systems that have annual pay increments. For further details, please refer to the Information Sheet- Starting Salaries & Benefits attachment. For AfC or Medical/Dental posts, you must have the correct professional registration to be appointed. The pay will follow the AfC or Medical & Dental terms & conditions. You may be asked to provide evidence of previous service whilst we are conducting pre-employment checks to determine your starting salary. For Temporary Appointments, if 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 the UKHSA, you will take up the post as a loan which you will need your department to agree. 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. Given the nature of the work of the UKHSA, as a Category 1 responder under the Civil Contingencies Act, you may be required in an emergency, if deemed a necessity, to redeploy to another role at short notice. You may also be required to work at any other location, within reasonable travelling distance of your permanent home address, in line with the provisions set out in your contract of employment. Late Applications will unfortunately not be considered. 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 equality of opportunity. 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: [email protected] 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. 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. Interview expenses will not be reimbursed. UKHSA is required to check employment and/or education history covering three consecutive years. Please ensure you give details of at least two different referees, even if you were employed in one company for three years or more. If you are offered a job, information will also be transferred into the national NHS Electronic Staff Records system. Please note, all communication regarding your application will be made via email, please ensure you check your junk/spam folders as emails are sometimes filtered there. Any move to UKHSA from another employer will mean you can no longer access childcare vouchers. This includes moves between government departments. You may however be eligible for other government schemes, including Tax-Free Childcare. Determine your eligibility at https://www.childcarechoices.gov.uk/. Benefits of working at UKHSA include: Generous annual leave: -26 days for the first 5 years of continuous service -28 days after 5 years of continuous service -32 days after 10 years of continuous service -Plus public holidays and one privilege day for the King’s birthday Access to a generous Defined Benefit pension scheme with employer contributions. Access to a cycle-to-work salary sacrifice scheme, season ticket advances and payroll giving. Access to a retail discounts and cashback site. We also promote flexible working patterns (part-time, job-share, condensed hours). UKHSA views flexible working as essential in enabling us to recruit and retain talented people, ensuring that they are able to enjoy a long-lasting career with us. All employees have the right to apply for flexible working and there are a range of options available including working from home, compressed hours and job sharing. We also offer a generous maternity/ paternity and adoption leave package. Hybrid Working UKHSA operates a hybrid working model where business needs allow. This provides us with greater flexibility about how and where we work, to get the best from our workforce. As a hybrid worker, you will usually spend a minimum of 60% of your contracted hours (averaged over a month) working at one of UKHSA's locations (approximately 3 days a week pro rata) and the rest of your time working from home. Disability Confident Scheme The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme for candidates with disabilities who meet the minimum selection criteria at sift to ensure these candidates are invited to interview. If you wish to be included in this scheme please tick the box on your application form. 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 take into account 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 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. Security Vetting Please check the Security Clearance needed for the role and follow the link for more information: https://www.gov.uk/government/publications/united-kingdom-security-vetting-clearance-levels/national-security-vetting-clearance-levels 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.