Administrator | RMB Chivenor (6 Month FTC)

VIVO Defence; Devon and Torbay; On-site; GBP 21,000 - 26,000; Full time

Benefits offered by this job

Up to 6% contributory pension scheme

25 Days annual leave

Volunteer leave

One paid professional subscription

Life Assurance Policy

Employee discount and reward schemes

Job summary

VIVO Defence Services is seeking an organised administrator to support the RMB Chivenor site in Barnstaple, Devon. The role involves handling work orders via CAFM, raising purchase orders and coordinating maintenance with the Site Management Team.

You will organise meetings, bookings and travel, while maintaining accurate records and supporting health, safety and security duties as required.

Qualifications

• Experience as an administrator with good organisational skills.
• Educated to NVQ Level 2 or equivalent, with strong IT literacy.
• Knowledge of CAFM systems is advantageous; driving licence required.

Responsibilities

• Provide comprehensive administrative support across the site.
• Manage work orders in the CAFM system from initiation to completion, raise and receipt POs.
• Coordinate planned maintenance and reactive tasks with the Site Management Team.
• Organise meetings, rooms, travel, visitor access and maintain records.

Skills

Organised

Proactive

Administrative experience

Attention to detail

Education

NVQ Level 2 or equivalent

Tools

Microsoft Office

CAFM system

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, 6 Month FTC

Location: Barnstaple, Devon, EX31 4AZ (100% site based, no hybrid or home working)

Working Hours: 37.5 Hours Per Week, Monday to Friday (8:00AM - 4:00PM)

Join VIVO - Supporting Defence, Delivering Excellence

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

VIVO is looking for an enthusiastic Administrator to join our team at RMB Chivenor where you'll play an integral role in supporting the Area Manager and Site Management Team. Your work will help ensure the effective delivery of facilities management services across the Defence estate, making a real contribution to the smooth operation of a nationally important contract.

The Role

This is a varied and rewarding position that will see you providing comprehensive administrative support across the site. You'll be responsible for managing work orders through our CAFM system from initiation to completion, including raising and receipting purchase orders, while supporting the Site Management Team with the coordination of planned preventative maintenance and reactive tasks.

You'll organise appointments, meeting rooms, hot desks and site access arrangements, acting as a professional first point of contact for visitors, colleagues and contractors. Alongside this, you'll prepare reports, meeting agendas, minutes and action logs, maintain accurate electronic and paper filing systems, and ensure administrative records are kept up to date.

The role also includes supporting Health and Safety administration by maintaining noticeboards, updating induction packs, submitting monthly returns and ensuring documentation remains compliant. You'll undertake Security Officer responsibilities by coordinating visitor access and gate bookings, manage incoming and outgoing post, oversee office stationery and PPE supplies, and provide administrative support to other departments whenever required.

Working closely with colleagues across the Southwest, you'll build positive relationships with internal and external stakeholders while promoting excellent customer service and supporting the delivery of VIVO's objectives. From coordinating meetings and events to arranging travel and accommodation, you'll be at the heart of ensuring the site operates efficiently every day.

About You

You'll be an organised and adaptable administrator with excellent attention to detail and a proactive approach to your work. You'll enjoy managing a varied workload, communicating with people at all levels and finding practical solutions to keep things running smoothly.

You'll have experience in an administrative role and be educated to NVQ Level 2 standard, or have equivalent practical experience. A good working knowledge of Microsoft Office is essential, while experience using a CAFM system would be an advantage. A full UK driving licence is also required, as there will be occasional travel across the Southwest.

Why Join VIVO?

Joining VIVO means becoming part of a growing organisation delivering essential services to the UK's Defence estate. You'll work within a supportive and collaborative team where your contribution is valued, your skills can continue to develop, and you'll have the opportunity to grow alongside a business with ambitious plans for the future.

If you're looking for a role where your organisational skills, professionalism and customer-focused approach will make a genuine difference every day, we'd love to hear from you.

We offer

• Up to 6% contributory pension scheme
• 25 Days annual leave
• Volunteer leave
• One paid professional subscription
• Life Assurance Policy
• Employee discount and reward schemes

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.