Receptionist / Admin Assistant

arts.wales; Cardiff; On-site; GBP 27,000; Part time

Job summary

A performing arts organization in Cardiff is seeking a part-time Receptionist/Admin Assistant to provide administrative support and customer service. The ideal candidate should have experience in office administration, excellent communication skills, and a customer-focused attitude. Responsibilities include answering calls, greeting visitors, and maintaining stock and timesheet records. This role offers competitive salary and opportunity for professional growth within a creative environment.

Benefits

Competitive salary

25 days annual leave

Pension scheme enrollment

Employee Assistance Programme

Discounts at local businesses

Free Welsh language lessons

Qualifications

• Previous experience in a similar customer-facing role is essential.
• Strong attention to detail is expected for handling sensitive information.
• Excellent communication skills in both English and Welsh are preferred.

Responsibilities

• Provide receptionist and administrative support to the Management Team.
• Answer incoming calls and distribute enquiries.
• Greet guests and maintain security protocols.
• Record and order stock items as required.
• Maintain and submit timesheets accurately to Payroll.
• Liaise with IT and facilities management for issues and scheduling.

Skills

Customer service focus

Excellent organizational skills

Interpersonal communication

Office administration experience

Attention to detail

Proficiency in Microsoft Office

Ability to work independently

Good working knowledge of the arts

Education

GCSE English and Maths Grade C or above

Job description

Cardiff Theatrical Services are a subsidiary of Welsh National Opera. We design, construct and finish world class scenery to the theatrical world and beyond. We are a creative and inspiring place to work and recognise that our colleagues play a vital role in advancing our strategic priorities to deliver on our ambitions.

We are currently seeking a Receptionist/Admin Assistant to work on a part time basis. They will provide receptionist and administration support to the business and act as a support network between the management and general services to the site (security, utilities, etc.).

What will be required of you?

• To provide a receptionist function and administrative support to the Business Manager and the rest of the Management Team.
• Answer all Incoming calls and distribute all new enquiries accordingly.
• Greet all guests and 3rd parties on arrival to site and direct accordingly.
• Accurately record weekly stock figures and order stock items for both the construction and scenic art departments, when required.
• Collate and accurately enter completed timesheets into the CTS database every Monday and send to Payroll.
• Distribute blank timesheets to shop floor staff every Tuesday.
• Liaise with the Business Manager to act as a point of contact for any IT issues and then report to the IT department accordingly.
• Liaise with the Business Manager to ensure all maintenance, security, cleaning, and pest control services are scheduled correctly and completed safely within the Health and Safety guidelines set out by the WNO.
• Keep and maintain training records.
• Liaise with the Business Manager to ensure insurance and inspection records are kept up to date.

What you will need to have?

• Good standard of general education (GCSE English and Maths Grade C or above).
• Being confident and comfortable with a customer and client facing role
• Experience of Office Administration.
• Excellent organisational, administrative and numerical skills.
• Focus on customer service and client service delivery.
• Meticulous with attention to detail and handling sensitive/confidential information
• Excellent interpersonal, verbal, and written communications skills.
• Excellent IT skills (Microsoft Office Packages – Word, Excel and Databases).
• Flexible and adaptable; hardworking and energetic.
• Ability to work alone and under own initiative as well as in a team.
• Good working knowledge of the arts, preferably opera, musicians and theatre
• Experience of working with finance systems
• Experience of working with international partners
• Welsh language speaker/writer

What we can offer you?

£26,871 per annum for Full Time Employment

Colleagues are entitled to 25 days annual leave (pro-rata for part time hours) each full holiday leave year which runs from 1st September to 31 August. Bank and public holidays are in addition to this. After 5 years, your holiday will increase to 28 days.

Pension

All employees are automatically enrolled into WNOholder Pension Scheme (the “Plan”) or such other registered pension scheme as may be set up by the Company as a Qualifying Workplace Pension Scheme three months after joining the Company, subject to satisfying certain eligibility criteria.

Discounts

Wales Millennium Centre offers discounts to residents at selected outlets within the building and selected restaurants around Cardiff Bay on presentation of ID cards. Discounted rate with Future Inns in Cardiff.

Staff Parking Discount with Q Park

We have a corporate rate with Q Park, Pierhead Street (opposite WMC).

Discounts available in participating Gyms via Caboodle.

Employee Assistant Programme

We provide a free confidential counselling and advice service that is available to all our employees, freelancers and contractors.

We support staff who want to learn or improve their Welsh language skills, and we offer optional basic Welsh and improver lessons free of charge.

If you are looking for the next challenge, then apply today. We welcome applications in Welsh. Any applications in Welsh will be treated no less favourably than if they were in English.