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For Companies At a Glance
- Tasks: Support operations by managing calls, preparing reports, and coordinating meetings.
- Company: Join VIVO Defence Services, a leader in diverse and inclusive workplaces.
- Benefits: Enjoy flexible hours, a permanent role, and a supportive work environment.
- Other info: Great career growth opportunities in a positive safety culture.
- Why this job: Be the backbone of operations and make a real difference in a dynamic team.
- Qualifications: Strong IT skills, teamwork, and communication abilities are essential.
The predicted salary is between 24000 - 28000 £ per year.
About the Role
You will be central to the operation, ensuring that teams, systems, and processes are fully supported. Your work will enable smooth and compliant operations while managing incoming calls professionally and timely. You will prepare and maintain performance reports using systems such as Excel, Maximo, and bespoke tools.
Key responsibilities include:
- Coordinating meetings (arranging facilities, confirming access, recording attendance, and producing accurate minutes and action logs).
- Maintaining effective filing systems (digital and physical).
- Managing workflows within Maximo, closing completed jobs, raising purchase orders, and scheduling work for engineers.
- Handling inbound and outbound communication with customers, supply‑chain partners, and internal offices.
- Welcoming visitors and supporting on‑site meetings.
- Supporting the Helpdesk, collaborating with IT teams on system improvements, and promoting a positive safety culture.
Responsibilities
- Provide high‑quality administrative support to ensure smooth and compliant operations.
- Deliver performance reports using Excel, Maximo, and other bespoke tools.
- Coordinate meetings: arrange facilities, confirm access, record attendance, produce minutes and action logs.
- Maintain effective filing systems, both digital and physical.
- Operate Maximo workflows, close jobs, raise purchase orders, and schedule work for engineers.
- Handle inbound and outbound communication with customers, supply‑chain partners, and internal offices.
- Welcome visitors, engage stakeholders, and support on‑site meetings.
- Assist the Helpdesk and collaborate with IT teams on system improvements, testing updates and fixes.
- Promote a positive safety culture and ensure accountability across the team.
Qualifications
- Experience in an administrative environment with strong IT skills in Microsoft Excel and Word.
- Ability to manage data effectively, prioritise tasks, and meet tight deadlines.
- Strong teamwork and communication skills, including confidence in phone‑based interactions and engagement with a wide range of stakeholders.
- Experience in construction, property maintenance, or a Ministry of Defence environment is advantageous.
- Familiarity with Maximo and a solid understanding of health and safety practices or compliance requirements.
- Full driving licence and access to a vehicle (beneficial).
Benefits
- Full‑time, permanent position.
- 37.5 hours per week, Monday to Friday, 8:00 AM–4:30 PM.
- Location: MOD Stafford.
- Flexible working arrangements are supported and we are a Disability Confident Leader.
EEO Statement: VIVO is committed to building a diverse and inclusive organisation. We encourage applications from candidates of all backgrounds and will make reasonable adjustments throughout the recruitment process.
Administrator | MOD Stafford employer: Serco Canada Inc
Contact Detail:
Serco Canada Inc Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Administrator | MOD Stafford
✨Tip Number 1
Get to know the company! Research VIVO Defence Services and understand their values and culture. This will help you tailor your conversations during interviews and show that you're genuinely interested in being part of their team.
✨Tip Number 2
Practice makes perfect! Prepare for common interview questions related to administrative roles, especially those involving teamwork and communication. We recommend doing mock interviews with friends or using online resources to boost your confidence.
✨Tip Number 3
Showcase your skills! Be ready to discuss your experience with tools like Excel and Maximo. Bring examples of how you've used these systems to improve processes or manage data effectively in previous roles.
✨Tip Number 4
Follow up after your interview! A quick thank-you email can go a long way in leaving a positive impression. It shows your enthusiasm for the role and keeps you on their radar as they make their decision.
We think you need these skills to ace Administrator | MOD Stafford
Some tips for your application 🫡
Tailor Your CV: Make sure your CV reflects the skills and experiences that match the job description. Highlight your administrative experience, especially with tools like Excel and Maximo, to show us you’re the right fit for the role.
Craft a Compelling Cover Letter: Your cover letter is your chance to shine! Use it to explain why you’re interested in the role and how your background makes you a great candidate. Don’t forget to mention your teamwork and communication skills!
Showcase Relevant Experience: When detailing your work history, focus on experiences that relate to the responsibilities listed in the job description. If you’ve coordinated meetings or managed workflows before, let us know!
Apply Through Our Website: We encourage you to apply directly through our website. It’s the best way for us to receive your application and ensures you don’t miss out on any important updates during the process!
How to prepare for a job interview at Serco Canada Inc
✨Know Your Tools
Familiarise yourself with Excel, Maximo, and any bespoke tools mentioned in the job description. Be ready to discuss how you've used these tools in past roles, as this will show your technical competence and readiness for the position.
✨Master Meeting Coordination
Prepare to talk about your experience in coordinating meetings. Think of specific examples where you arranged facilities, recorded attendance, or produced minutes. This will demonstrate your organisational skills and attention to detail.
✨Communication is Key
Since you'll be handling inbound and outbound communication, practice articulating your thoughts clearly. Be prepared to share examples of how you've effectively engaged with stakeholders or managed customer interactions in previous roles.
✨Showcase Your Team Spirit
Highlight your teamwork skills during the interview. Share instances where you collaborated with IT teams or supported colleagues, as this will reflect your ability to work well within a team and contribute to a positive safety culture.