Receptionist and Facilities Administrator

Receptionist and Facilities Administrator

Health Education and Improvement Wales (HEIW) is seeking two Welsh speaking, professional and customer-focused Receptionists to join our People and Facilities Management Team on a job share basis.

Job summary

This post is based in the office, and the successful applicant will be based at Ty Dysgu each working day. This key front of house role provides a comprehensive reception and administrative service, ensuring a welcoming, professional and efficient experience for staff, visitors and stakeholders. The successful post holders will work collaboratively to ensure consistent reception cover across the week, demonstrating flexibility and strong communication.

What We Offer

• A supportive and collaborative working environment
• Opportunities for development within NHS Wales
• Flexible working arrangements within a structured job share

Additional Information

• This is a job share opportunity; applicants should be willing to work collaboratively to ensure full service coverage
• The working pattern will be agreed with successful candidates to provide flexibility while meeting service needs

Main duties of the job

• Deliver a high quality reception service, welcoming visitors and contractors in a courteous and professional manner
• Act as the first point of contact for enquiries via telephone, email and in person
• Manage reception systems including visitor access, passes and security procedures
• Support the Facilities Team with administrative tasks, including meeting coordination and minute taking
• Manage incoming and outgoing post, stationery supplies, and reception records
• Maintain meeting room bookings and equipment setup
• Ensure the reception area is tidy, welcoming, and well presented at all times
• Handle sensitive information in line with confidentiality and data protection requirements
• Respond to queries and issues calmly, escalating where appropriate

Qualifications Essential

• Level 2 qualification, e.g., NVQ, RSA II, ECDL or equivalent demonstrable experience
• Commitment to continued professional development
• Experience of working in an administrative/office environment
• Experience of working as part of a team
• Welsh language speaking skills at Level 3 or above, or commitment to achieve Level 3 within the first 12 months in post
• Understanding of office procedures
• Experience of providing excellent customer service
• Good organisational skills
• Able to work flexibly for the needs of the team
• Ability to attend and work from the office each working day

Desirable

• Basic Health and Safety Qualification
• Fire Warden designation
• First Aider
• Advanced Welsh language skills
• Experience of coordinating meetings and minute taking
• Experience of working in the NHS
• Previous receptionist experience

Skills & Attributes

• Excellent verbal and written communication skills including excellent telephone manner
• Good computer literacy and knowledge of Microsoft applications
• Proven ability to work on own initiative, without direct supervision, prioritising and managing own workload
• Motivated and proactive
• Be confident and approachable
• Ability to maintain strict confidentiality regarding clients
• Ability to think on their feet and remain calm under pressure

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and requires a Disclosure and Barring Service check.

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.

Employer details

Health Education and Improvement Wales

Address: Ty Dysgu, Nantgarw, Cardiff, CF15 7QQ, United Kingdom

Employer's website

£26,813 to £27,890 a year pro rata