Receptionist and Facilities Administrator

Job summary

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.

Welsh language speaking skills at Level 3 or above are required, or there must be a commitment to achieve Level 3 within the first 12 months in post.

This post is based in the office, and the successful applicant will be based at Ty Dysgu each working day.

This is a key front-of-house role where you will provide 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, and 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

These duties reflect the requirement to deliver both front-facing customer service and facilities administration support in a busy operational environment

About us

Health Education and Improvement Wales (HEIW) is the strategic workforce body for NHS Wales with statutory functions that include education and training, workforce planning, workforce development and transformation, leadership and succession planning, and careers. Our purpose is to develop a workforce that delivers excellent care to patients/service users and excellent population health. We are a Special Health Authority working closely with our partners; Social Care Wales, education providers, professional and regulatory bodies and Welsh Government.

HEIW's is committed to developing an internal culture of choice. Our Values reflect our thoughts, feelings and beliefs in how we will, and will not, behave and treat others:

- Respect for All in every contact we have with others,

- Ideas that Improve: Harnessing creativity and continuously innovating, evaluating and improving,

- Together as a Team: Working with colleagues across NHS Wales and with partner organisations.

HEIW received the HPMA Award for Employee Engagement in 2019.

What you can expect:

- a corporate induction and 90 day Welcome itinerary,

- compassionate leadership,

- a meaningful values based performance appraisal process,

- the opportunity to impact upon health and social care services and the lives and wellbeing of the people of Wales.

Many of our colleagues and stakeholders have commented on the buzz and atmosphere we create by working together as "One HEIW Team". Do you want to join that team?