Administrator | Fulwood Barracks

VIVO Defence Services; Preston; On-site; GBP 22,000 - 26,000; Full time

Job summary

VIVO Defence Services, based at Fulwood Barracks, Preston, is seeking an organised Administrator to join the Operations Team. This role is 100% office‑based and supports sites across the North West, including Chester and Blackpool.

A full UK driving licence is essential, with occasional travel to other sites as required. You will coordinate appointments, respond to enquiries, prepare reports and minutes, and manage filing while liaising with contractors.

Qualifications

• Experience in administration or office support in a busy environment.
• Ability to manage multiple priorities with accuracy and attention to detail.
• Full UK driving licence and BPSS clearance onboarding.

Responsibilities

• Coordinate appointments, respond to inquiries, and prepare records.
• Organise meetings, minutes, and action logs; maintain filing systems.
• Raise purchase orders and support procurement and site operations.
• Support security vetting and BPSS clearance processes.
• Liaise with contractors and multi-site coordination.

Skills

Maximo

MS Office

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

Fulwood Barracks, Preston (covering sites across the North West)

Working Hours

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

Join Our Team

Are you an organised, proactive administrator who enjoys keeping things running smoothly? Do you thrive in a fast‑paced environment where no two days are the same?

We're looking for an enthusiastic Administrator to join our Operations Team based at Fulwood Barracks, Preston. This is a fantastic opportunity to become an integral part of a close‑knit team, providing essential administrative support that helps deliver services across the North West.

This role is 100% office‑based at Fulwood Barracks and supports operational activities across multiple sites, including Chester and Blackpool. While you'll be primarily based in the Preston area, you'll be expected to travel to our Chester office and Blackpool site on an occasional basis, typically around once a month or as business needs require. A full UK driving licence is therefore essential.

As the dedicated Administrator on site, you'll play a vital role in supporting a team of seven operational colleagues, working particularly closely with four key members of the team on a day‑to‑day basis. You'll quickly become the first point of contact for a wide range of administrative enquiries, helping to keep operations running efficiently and ensuring colleagues receive the support they need.

Your role will be varied and fast‑paced, involving the coordination of appointments, responding to telephone and digital enquiries, preparing reports, meeting agendas, minutes and action logs, and maintaining both electronic and paper filing systems.

You’ll organise meetings, events and accommodation, coordinate planned and reactive works with contractors, raise purchase orders, create project packs and support security vetting and BPSS clearance processes.

You’ll also liaise with Authorised Persons to manage permit bookings and provide administrative support across other departments whenever required.

A key part of the role will involve supporting operational processes through Maximo.

What You’ll Need

While previous experience with Maximo is desirable rather than essential, you'll ideally have experience using maintenance or asset management systems to amend records, raise and process purchase orders, triage administrative issues, and manage the progression and closure of work orders.

We're looking for someone who is highly organised, has excellent attention to detail and enjoys working in a busy office environment. You'll be a confident communicator with a customer‑focused approach, capable of building positive relationships with colleagues, contractors and stakeholders. You'll be proactive, adaptable and able to manage multiple priorities while maintaining a high level of accuracy.

To be successful in this role, you'll have an previous relevant experience in Administration, together with a good working knowledge of Microsoft Office applications, including Word, Excel and Outlook.

A full UK driving licence is essential, and you'll be required to successfully obtain BPSS (Baseline Personnel Security Standard) Clearance as part of the onboarding process.

If you're looking for a varied and rewarding administration role where you'll be a valued member of a supportive team and have the opportunity to make a genuine impact every day, 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.