Administrative Assistant – Specialty Training

Health-Education-and-Improvement-Wales; Cardiff; Hybrid; GBP 27,000 - 28,000; Full time

Job summary

Health Education and Improvement Wales (HEIW) is seeking an Administrative Assistant to join the Specialty Training team for 12 months. The role involves providing essential admin support, data management of trainee records, and helping to organise meetings and events.

The post requires accuracy, good IT skills, and ability to work as part of a high-performing team. Welsh language ability is desirable but not essential, with a flexible, hybrid working pattern in Cardiff.

Qualifications

• NVQ level 4 Diploma in Business Administration or equivalent.
• Experience in administrative role with good IT skills.
• Strong data entry and data management abilities.
• Ability to meet tight deadlines and manage multiple tasks.
• Proficiency in Word, Excel, and PowerPoint.

Responsibilities

• Provide a range of administrative support across the department.
• Help plan and organise events and meetings for the team.
• Maintain accurate trainee information on the training database.
• Assist with purchase orders and invoicing processes when required.
• Support the wider department with flexible administrative duties as needed.
• Communicate effectively with internal and external stakeholders.

Skills

Organisational skills

Communication

Teamwork

Education

NVQ level 4 Diploma in Business Administration

Tools

Microsoft Office Suite

Job description

Main area Specialty Training Grade Band 3 Contract 12 months (Secondment for 12 months - to cover a secondment) Hours

• Full time
• Flexible working

37.5 hours per week (An agile working model to allow flexibility between home and office-based working. A base minimum of 2-3 office days per week.) Job ref 082-AC045-0926

Employer Health Education and Improvement Wales Employer type NHS Site Ty Dysgu Town Cardiff Salary £26,813 - £27,890 per annum Salary period Yearly Closing 17/09/2026 23:59 Interview date 01/10/2026

Administrative Assistant – Specialty Training

Band 3

We are committed to promoting inclusion at HEIW and we welcome applications from everybody recognising the value that diversity brings to our workforce. To work in the UK, candidates who are not UK or Republic of Ireland (ROI) nationals require sponsorship via a Skilled Worker Visa, unless they have permission to work via another route. Please note that HEIW does not currently hold a licence to appoint skilled workers from overseas by sponsoring them to work in the UK. If successful, candidates from outside of the UK or ROI would be responsible for obtaining their own sponsorship or visa to enable them to work for HEIW - Work in the UK .

This vacancy may close early if it receives a high number of applications. Please complete and submit your application in good time to avoid disappointment.

Job overview

This post is a fixed term/secondment for 12 months due to secondment cover. If you are interested in applying for the secondment position, you must obtain permission from your current line manager prior to applying for this post.

An exciting opportunity has arisen for an Administrative Assistant to join HEIW’s Specialty Training Team within the Medicine Directorate which is a busy and friendly team that will suit an organised person with a great eye for detail and plenty of team spirit.

Ideally, the postholder will have previous experience of working in an administrative/office role, complemented with high-quality administrative and IT skills and the ability to communicate effectively with others. Also important are enthusiasm, flexibility, and a willingness to work together as part of a high-performing team. Training and development will be provided to enable you to reach your full potential.

The Specialty Training team is responsible for supporting with the planning, delivery, and management of a wide variety of training programmes across the 10 Specialty Schools in Wales, providing advice and guidance to doctors in training, training leads and other key stakeholders.

Main duties of the job

Main duties of the role would include providing a range of administrative support across the department which could include helping to plan and organise a range of events and meetings. The post holder will be responsible for providing key information with a variety of internal and external stakeholders.

In addition, you will be responsible for supporting the team to ensure that local and national deadlines are met and for ensuring that all trainee information is accurately recorded and maintained on the training database.

You may also be required to assist the School Manager with raising purchase orders, receipting of invoices for goods and services, chasing invoices and maintaining accurate financial records/systems.

The post holder may sometimes be asked to support with other administrative duties across the wider department therefore the successful candidate will be expected to adopt a flexible approach when the needs of the service require.

The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.

Working for our organisation

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,

- 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?

Detailed job description and main responsibilities

Person specification

Qualifications

• NVQ level 4 Diploma in Business Administration or equivalent experience
• Evidence of recent Personal and Professional Development

Experience

• Experience of working in an administrative role
• Experience of entering and maintaining accurate data systems
• Experience of working to strict deadlines
• Familiar and competent with Microsoft IT packages, especially Word, Excel, and PowerPoint
• Demonstrable experience of following administrative systems and procedures making improvements where necessary
• Experience of minute taking

Skills

• Good organisational skills.
• Good written and verbal communications skills
• Ability to work as part of a team and independently
• Ability to problem-solve
• Welsh Speaker (Level 1)

It is essential that your application demonstrates how you meet the job description / person specification for this post.