Reception / Administrator

Job Title: Safer Wales Reception/Administrator

Directly Reports to: Safer Wales Data Management and Quality Assurance Coordinator

Job Outline: The main purpose of this role is to act as the first point of contact for the Charity s projects, providing a welcoming, trauma-informed and confidential reception service alongside effective administrative support to teams. As a receptionist, you will deliver front-line support to clients who may be involved with the criminal justice system or have experienced domestic abuse, sexual exploitation or harm, responding sensitively and non-judgementally in line with safeguarding and Safer Wales values.

Hours: 21.45 hours per week- Fixed term basis to 31st March 2026. Maybe extended subject to funding.

Salary:

• £23,015.85 per annum, pro rata for 21.45 hours per week.
• Safer Wales is a Real Living Wage employer. Employees on this salary band will receive an additional uplift, bringing the salary to £23,751 per annum (pro rata)

Closing Date: 09 January 2026

Interviews: 12th and 13th Jan 2026

Location: Based at Cardiff Office with travel expected to other areas

Safer Wales is seeking a Reception / Administrator to be the welcoming first point of contact at our Castle House Women s Centre. This vital front-line role provides trauma-informed support to women accessing our services, alongside high-quality administrative support to our teams.

Join Our Team at Safer Wales

Reception / Administrator Castle House Women s Centre

Are you looking for a role where your professionalism, compassion and organisational skills can make a real difference?

Safer Wales is recruiting a Reception / Administrator to join our team at Castle House Women s Centre in Cardiff. This is an essential front-line role, providing a welcoming, safe and professional first point of contact for women accessing our services, alongside effective administrative support to staff and projects.

You will work with women who may be involved in the criminal justice system or who have experienced domestic abuse, sexual exploitation or other forms of harm. We are looking for someone who can work confidently in a trauma-informed, non-judgemental and person-centred way, while maintaining high standards of organisation, confidentiality and customer care.

About the Role

Be the Face of Professionalism and First Point of Contact

• Provide a welcoming, safe and respectful reception service, creating a positive first impression.
• Manage the switchboard and reception area to ensure efficient access to services.
• Respond calmly and sensitively to women who may be distressed or in crisis, offering immediate emotional support face-to-face and by telephone.
• Assess immediate needs and signpost or refer to appropriate Safer Wales services or partner agencies, supporting informed choice and engagement.

Communicate and Build Relationships

• Act as a reliable link between service users, staff, managers and external agencies.
• Build and maintain positive working relationships with partner agencies, community organisations, tenants and contractors.
• Communicate clearly and professionally, ensuring messages are passed on accurately and priorities are managed effectively.

Safeguarding, Confidentiality and Safety

• Handle sensitive and personal information with discretion, in line with Safer Wales policies, GDPR and safeguarding procedures.
• Recognise safeguarding concerns and respond appropriately, escalating concerns in line with organisational policy.
• Promote health, safety and security within the working environment.

Keep the Centre Running Smoothly

• Provide high-quality administrative support, including correspondence, reports, databases and record-keeping.
• Coordinate internal and external room bookings and maintain staff and volunteer whereabouts information.
• Support recruitment administration, including interview scheduling and applicant communication.
• Organise and support meetings, events and conferences, including mailing lists and preparation of materials.
• Record and forward financial information accurately to the finance team.
• Work collaboratively to identify, report and coordinate building maintenance issues.
• Proactively contribute ideas to improve office systems, procedures and ways of working.

Learn, Grow and Add Value

• Participate in training, supervision and professional development.
• Contribute to continuous service improvement and uphold Safer Wales values in all aspects of your work

Building Maintenance and Facilities Management

Work collaboratively to maintain a safe and welcoming environment.

Identify, report, and coordinate building maintenance issues.

Arrange pre-contract documentation and appointments with contractors.

Ensure high standards of health, safety, and accessibility.

You ll Bring

A friendly, professional and approachable manner with excellent communication skills.

Strong organisational and administrative skills, with the ability to prioritise, multi-task and remain calm under pressure.

Experience in a reception, administrative or customer-facing role (experience in trauma-informed or support services is desirable).

Confidence using office systems and technology, including Microsoft Office and databases, with willingness to learn new systems.

A strong commitment to confidentiality, ethical practice, equality, diversity and inclusion.

A positive attitude to new challenges and a genuine desire to make a difference.

Quickly resolving issues that arise, whether it s conflicts or unexpected visitor needs.

This post is subject to Eligibility to Work in the UK, an Enhanced DBS check and satisfactory references.

Make a Difference with Safer Wales

Safer Wales is a values-led organisation committed to safety, dignity and empowerment. If you want a role where your work truly matters and where you ll be supported to grow and develop, we would love to hear from you.

Working for Safer Wales

Safer Wales is committed to taking a restorative approach, providing a supportive and pleasant working environment through policies which acknowledge work/life balance.

Our Employees benefit from:

A competitive salary

Flexible working and part-time working hours (family-friendly) where possible

Generous personal pension scheme Safer Wales pays 10%, the employee pays 5% of salary.

Life Assurance Scheme death in service benefit of four times salary

An annual leave entitlement of 22 days annual leave pro rata, which increases by 1 day at January up to a maximum of 27 days, plus 11 privilege/public and bank holidays

Westfield Health Foresight Care Cash Plan

Free refreshments for all staff (at the base)

Safer Wales are Equal Opportunities employers, therefore we would be grateful if you would complete the application form and equal opportunities form on our website.