Administrator | Royal Citadel

VIVO Defence; Devon and Torbay; On-site; GBP 22,000 - 28,000; Full time

Benefits offered by this job

Hybrid work model

Disability Confident Leader

Job summary

VIVO Defence Services in Plymouth is seeking an organised administrator to join a five-person site team at The Royal Citadel. You will handle reception, coordinate meetings, manage site access and keep records accurate.

The role includes processing reports, maintaining filing systems, ordering supplies, and supporting H&S information. Some experience with Maximo or CAFM systems is a distinct advantage; BPSS clearance is required, SC clearance advantageous; hybrid/flexible working discussed.

Qualifications

• Strong administration and organisational skills.
• Excellent written and verbal communication.
• Good working knowledge of Microsoft Office, especially Excel.
• Experience using Maximo or CAFM systems is advantageous.

Responsibilities

• Book appointments, gate access and meeting rooms, and welcome visitors.
• Provide receptionist and administrative support to the site management team.
• Prepare agendas, minutes, action logs and reports; maintain filing systems.
• Manage office supplies, PPE and update H&S information and noticeboards.
• Coordinate post and support site security requirements.
• Support wider team and assist with other departments as needed.
• Assist with documentation related to PPM and reactive tasks.

Skills

Administration

Communication

MS Office

Excel

Tools

Maximo CAFM

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:

The Royal Citadel, Plymouth, 100% office based

Working Hours:

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

Keep Things Running. Support the Team. Make a Difference.

Are you an organised, confident administrator with excellent communication skills and a talent for keeping things running smoothly? Do you enjoy being the friendly face of a busy office while also making sure the administration behind the scenes is accurate and efficient?

About the Role

Working as part of a team of five in Plymouth and reporting to the Area Manager, you'll provide a varied mix of receptionist and administrative support to the site management team.

You’ll be a key point of contact for visitors, colleagues and stakeholders, helping to ensure the office runs efficiently and professionally. From coordinating meetings and managing site access to maintaining records, preparing reports and supporting the allocation and closure of PPM and reactive tasks, this role offers plenty of variety.

There may also be occasions where support is required for other teams across the business, depending on operational requirements.

Your day-to-day responsibilities will include booking appointments, gate access and meeting rooms, welcoming and registering visitors, answering queries and providing a professional first point of contact.

You’ll prepare meeting agendas, minutes, action logs and reports, maintain electronic and hard-copy filing systems, manage office supplies and PPE, and ensure important H&S information and noticeboards are kept accurate and up to date.

You’ll also coordinate incoming and outgoing post, support H&S induction packs, assist with site security requirements and provide general administrative support to the wider team.

The role will also involve working with systems such as Maximo or other CAFM systems, so previous experience would be a distinct advantage.

What We're Looking For

We're looking for an administrator who is organised, approachable and confident communicating with a wide range of people. This could suit someone with experience in an administration, receptionist, office support or customer service environment who enjoys being at the heart of a busy team.

Strong administration and organisational skills are essential, alongside excellent written and verbal communication skills and a good working knowledge of Microsoft Office, particularly Excel. Experience using Maximo or another CAFM system would be advantageous.

The successful candidate will be able to manage multiple tasks and priorities effectively, demonstrate a professional and customer-focused approach, and have strong attention to detail with a proactive attitude.

BPSS Clearance is required for this role, with SC Clearance advantageous.

If you're an organised, people-focused administrator who thrives on variety and takes pride in delivering a professional service, 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.