Administrator

VIVO Defence; Ipswich; On-site; GBP 24,000 - 30,000; Full time

Job summary

A facilities management provider for military operations is seeking an Administrator to join their Operations team at Wattisham Flying Station. This position involves crucial administrative support to ensure efficient delivery of services in compliance with contractual obligations. The successful candidate will have strong organizational skills, IT proficiency, and the ability to communicate effectively within a collaborative team. The role is full-time, offering various benefits including a pension scheme and generous leave.

Benefits

Up to 6% contributory pension scheme

25 days annual leave plus bank holidays

Volunteer leave

One paid professional subscription

Life Assurance Policy

Qualifications

• Experience in administrative support within a team environment.
• Well-developed IT skills, particularly in Microsoft Word and Excel.
• Ability to maintain high standards of quality in a changing environment.

Responsibilities

• Prepare and maintain reports to support business performance.
• Support management in organizing formal meetings and documenting minutes.
• Maintain electronic and hard copy filing systems in compliance.

Skills

Organizational skills

Attention to detail

IT skills

Communication skills

Education

Accredited office health and safety qualification

Training in Microsoft Office packages

Tools

Microsoft Excel

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: Wattisham Flying Station, Wattisham Airfield, Ipswich, IP7 7RA

Working Hours: 37.5 hours per week, Monday to Friday

About the role

We are seeking an Administrator to join the Operations team at Flying Station Wattisham. This is a key role supporting the delivery of core estate services within a Defence contract. You will play a vital part in ensuring maintenance and operational activities are delivered efficiently, safely and in full compliance with contractual and statutory requirements.

Reporting to the Built Estate Manager, you will provide comprehensive administrative support to site and cluster teams. You will work closely with the area Service Managers, colleagues, support functions, Defence Infrastructure Organisation representatives, local customer representatives and supply chain partners. The role requires strong organisational skills, attention to detail and a forward-thinking approach to support effective service delivery.

Your day-to-day responsibilities will include:

• Preparing and maintaining reports to support business performance, using systems such as Microsoft Excel, Maximo and other bespoke IT tools.
• Supporting management in the organisation and administration of formal meetings, including arranging facilities, coordinating site access, recording attendance, producing accurate minutes and maintaining action logs.
• Maintaining electronic and hard copy filing systems in line with company policy and ensuring all work is completed in compliance with VIVO processes.
• Supporting the helpdesk and management teams by providing accurate data, responding to information requests and assisting with timely resolution of customer complaints.
• Supporting IT system developments, including testing updates and fixes, and promoting a positive health and safety culture where accountability and best practice are embedded in everyday activities.
• Assisting the team to ensure works are delivered efficiently and economically to support overall business performance, along with undertaking any other reasonable duties as directed by management.

What you'll need

To be successful in this role, you will have experience in e, along with well-developed IT skills, particularly in Microsoft Word and Excel. You will be comfortable working on your own initiative, producing and analysing data, maintaining accurate records and contributing effectively within a collaborative team environment.

Good communication skills and a positive, motivated attitude are essential, as is the ability to maintain high standards of quality in a changing environment.

Desirable qualifications and experience include an accredited office health and safety qualification, accredited training in Microsoft Office packages and familiarity with Maximo applications, although training can be provided where required.

We offer

• Up to 6% contributory pension scheme
• 25 Days annual leave plus bank holidays
• Volunteer leave
• One paid professional subscription
• Life Assurance Policy

You will be required to pass BPSS security clearance and a full UK Drivers license as there will be occasional travel involved with the role.

This role offers an excellent opportunity to develop your administrative career within a supportive and professional operations environment, contributing to a high-profile Defence contract.

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. 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.