Administrator | Chicksands & Henlow

VIVO Defence; Shefford; Hybrid; GBP 26,000 - 34,000; Full time

Benefits offered by this job

Hybrid work structure

Disability Confident Leader

Flexible discussions for work style

Job summary

VIVO Defence Services, a joint venture between Serco and EQUANS, seeks an organised administrator to support two RAF sites. You will coordinate maintenance activities, raise and close work orders, manage documents, and act as the first point of contact for contractors and DIO representatives.

The role is 37.5 hours per week, Monday to Friday, in a hybrid work environment. BPSS clearance is required, and experience with MS Office and CAFM systems like Maximo is highly valued.

Qualifications

• Experience in administration, ideally in facilities management or operations.
• Strong MS Office skills, especially Excel and Word.
• Ability to work with data, reports and spreadsheets, with attention to detail.

Responsibilities

• Raise and close work orders, create and issue job packs, raise purchase orders, maintain spreadsheets and reports.
• Manage stationery orders, filing, and maintain accurate records.
• Organise and support weekly/monthly management meetings, prepare agendas and minutes, track actions.

Skills

Excel

Word

Organised

Communication

Maximo

Tools

Maximo

Job description

Who we are

VIVO provides facilities management and accommodation maintenance for the UK military and its partners. VIVO embodies both experience and innovation.

What we do

We put our Customers and Families First. They are the driving force behind everything we do. We drive forward improvements for them to ensure the service they receive, whether reactive repairs or a major project, is completed safely and on time. In order to achieve this, we have 4 core values: open, caring, agile and collaborative. These are at the heart of everything we do.

Contract

Full Time, Permanent

Location

Covering RAF Chicksands & RAF Henlow

Working Hours

37.5 hours per week, Monday to Friday, 8:00am - 4:30pm

Be the Organised Force Behind Operational Excellence

Are you an organised, proactive administrator looking for a varied role where you can make a real impact every day? Do you enjoy supporting busy operational teams, building strong relationships with customers and contractors, and ensuring everything runs smoothly behind the scenes?

If so, we'd love to hear from you.

The Role

No two days are the same in this busy and rewarding position. You will provide comprehensive administrative support to the operational team, ensuring that maintenance activities are coordinated efficiently and accurately. Working closely with managers, contractors and Defence Infrastructure Organisation (DIO) representatives, you will play an important part in delivering an excellent customer experience.

• raising and closing work orders, creating and issuing job packs, raising purchase orders, maintaining spreadsheets and producing reports to support operational performance
• managing stationery orders, printing, scanning, filing and maintaining accurate records, ensuring documentation is always up to date and compliant
• organising and supporting weekly and monthly management meetings, preparing agendas and taking accurate minutes, while tracking actions to help ensure successful delivery of key objectives
• regularly welcoming contractors, DIO representatives and other visitors to site, confident communicating with a wide range of stakeholders and providing a professional first point of contact

Experience using Maximo or a similar Computer-Aided Facilities Management (CAFM) system would be highly advantageous, as you'll be supporting the administration of maintenance activities and helping to keep operational systems up to date.

About You

We're looking for someone with previous administration experience, ideally gained within facilities management, property, engineering or another operational environment. You will be highly organised, able to prioritise a varied workload and comfortable working independently while supporting a busy team.

You will have excellent Microsoft Office skills, particularly in Excel and Word, and enjoy working with data, reports and spreadsheets. Strong attention to detail is essential, together with the ability to communicate professionally with colleagues, customers, contractors and clients at all levels.

Most importantly, you'll bring a positive, proactive attitude, enjoy building strong working relationships and take pride in delivering an outstanding level of administrative support.

A full UK driving licence and access to your own vehicle are required due to the location of the sites, which are not accessible by public transport.

The successful candidate must also be able to successfully obtain BPSS (Baseline Personnel Security Standard) Clearance before starting employment.

Why Join Us?

This is an excellent opportunity to join a supportive and collaborative team where your contribution will genuinely make a difference. As the dedicated administrator for two key sites, you'll enjoy a varied role with plenty of responsibility, working closely with operational managers, contractors and clients to help deliver high-quality facilities management services.

If you're looking for a rewarding administration role where your organisation, communication and problem-solving skills will be truly valued, we'd love to hear from you.

VIVO Defence Services

The role you have applied for is with VIVO Defence Services, a joint venture between Serco and EQUANS. By applying for this role, please be aware that information contained within your CV may be shared between VIVO Defence Services, Serco and EQUANS during the recruitment process.

At VIVO, we are committed to building a diverse and inclusive organisation that supports the needs of all. Therefore, we will make reasonable adjustments at interview through to employment for our candidates and strongly encourage applications from a diverse candidate pool.

• We are open to discussions around flexibility and flexible working and operate a hybrid work structure in many of our business areas.
• We are proudly a Disability Confident Leader.
• Disabled applicants who meet the minimum criteria for the job will be given the opportunity to demonstrate their abilities at an interview.