Security & Defence Administrator

UTAC; Bedford; On-site; GBP 30,000 - 40,000; Full time

Job summary

A Defence support organization in the UK is seeking an experienced Administrator to provide essential operational support within the Defence office. The role involves coordinating office activities, managing documentation, and ensuring compliance with security protocols. Candidates should possess exceptional organizational skills and an understanding of government security protocols. This position offers competitive benefits including life cover, healthcare cashback plans, and generous holiday allowances.

Benefits

Life Cover

Healthcare cashback plans

Generous holiday benefits

Contributory pension schemes

Flexible working policies

Qualifications

• Experience in Security and Defence sector or Project delivery.
• Essential experience in Office management.
• Desired experience in working with UK Government organisations.

Responsibilities

• Support Project Managers in planning Defence projects.
• Manage stakeholder relationships with customers.
• Oversee planning for events hosted by the Defence department.

Skills

Organizational skills

Communication skills

Interpersonal skills

Problem solving mentality

MS Office proficiency

Education

Degree level or proven experience in administrative or office support

Project Management qualification (APMP, PRINCE2, MAPM)

Job description

Reporting to – Senior Manager - Defence

This blended role provides essential administrative and operational support to ensure the efficient day-to-day functioning of the UTAC Defence office. The role requires a high level of professionalism, discretion, and adherence to security protocols. The postholder will coordinate office activities, manage documentation, and support personnel while maintaining strict confidentiality and compliance with organisational policies. In addition, the candidate will directly handle responsibilities of the Facility and Personnel Security Controller including implementation of National Security Vetting and aftercare within the company and any subordinate organisations that the company provides sponsorship for.

Role & Responsibilities

• Defence Team Support
  • Supporting Project Managers in planning and execution of Defence projects
  • Manage calendars, meetings, visitor access, travel arrangements and official correspondence
  • Raising purchase orders and supplier invoices, liaising with Finance
  • Maintaining KPIs tracking dashboards
  • Organise training under instruction from Defence senior leadership and maintain records
  • Coordinate office supplies, equipment, and facilities requirements
• Stakeholder Engagement
  • Manage stakeholder relationships with on-site customers
  • Liaise with internal departments, contractors, and external stakeholders
• Event Management
  • Oversee, and contribute to, planning for events hosted by UTAC Defence department. Varying from 10 to 60 people, this includes preparation, on-the-day delivery and stakeholder administration
  • Assist with event coordination, briefings, and official visits
• Security Controller – delegated from Defence Manager
  • Serve as the primary point of contact for all MOD-related security matters including physical access, information security protocols, and regulatory compliance
  • Handle classified and sensitive information in accordance with security procedures
  • Supporting the site Security Manager and Defence Senior Manager in application of relevant security controls
  • Arranging for appropriate security education and awareness training for staff
  • Ensuring that any breach of security is immediately reported to the respective Contracting Authority and recording in the company breaches register
  • Overall responsibility for pre-vetting checks (BPSS) and the subsequent National Security Vetting process
  • Sitting on the Information Security Board (ISB) to support the wider Proving Ground activity, ensuring total compliance with required security processes
• Facility Management
  • Act as the primary liaison for building management, IT support, and supporting departments
  • Oversee daily office operations, including facilities management, supplies procurement, and coordination of maintenance services
  • Ensure health and safety compliance and maintain workplace policies and procedures
• Other
  • Act in accordance with the behaviours for UTAC staff at all times

Qualifications

Education

Essential – Degree level or proven experience in administrative or office support roles

Desired – Project Management qualification (APMP, PRINCE2, MAPM)

Experience

Essential – One or more of the following: Security and Defence sector. Project delivery. Office management

Desired – Engineering environment, Event management, Working with UK Government organisations. Managing contractors, consultants, and other advisors on infrastructure projects.

Knowledge

Essential – Government Security protocols. Stakeholder engagement

Desired – ISO27001 and ISO9001 familiarity

Skills

Essential - Exceptional organizational, communication, and interpersonal skills. Problem solving mentality, an agent for change, establishing, driving, and embracing industry best practice, Ability to handle sensitive information with a high level of discretion. Actively seeks and promotes collaboration between stakeholders. MS Office suite (Word, Excel etc)

Desired – Flexible attitude, Safety & Environmental management processes, Initiative to work for continuous improvement

Other/Personal Behaviours

• Flexible and adaptable
• Dependable
• Initiative to work for continuous improvement
• Ability to work using own initiative
• Punctual and well organised with a methodical approach
• Able to use a zero-blame culture to improvement of self and facility.
• Problem solving mentality, an agent for change, establishing, driving, and embracing industry best practice
• SC clearance or ability to achieve this (British National with residency in the UK for the last 5 years). Essential
• Willingness to travel in the UK from time to time.

Additional Information

For you, as a potential UTAC team member, we believe that the international and diverse nature of our business combined with the passion, energy and friendliness of our people create a great place to work. UTAC is proud to be an equal opportunities employer, valuing inclusion and supporting our people to be themselves and at their very best.

By joining us you will gain access to a broad range of learning relevant to your role and personal development, as well as exposure to leading technologies and expertise.

Our reward and benefit programmes are designed to support our people with competitive and locally tailored packages combined with support for individual health and wellbeing both inside and outside of work.

In the UK this includes ;

• Life Cover
• Access to a wide range of discounts and offers via the Perkz reward scheme
• Recognition awards linked to our UTAC values of Expertise, Innovation and Integrity.
• Healthcare cashback plans
• Generous holiday benefits
• Contributory pension schemes
• Attractive family friendly policies; maternity, paternity, shared parental leave, flexible working.
• Access to a variety of employee assistance support services.

Learn more about UTAC and what and how we do what we do at www.utac.com

Candidates for positions at UTAC must be able to provide proof of identity and eligibility to work in the country the role is based in. Immigration visa sponsorship is not available for this position.

Note to Recruitment Agencies :

UTAC do not accept speculative applications from agencies for our open positions and any submissions made will not be accepted and no fees will be accepted or paid in respect of speculative CVs received.