Administrator | Wattisham Flying Station

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

Contract Type: Full Time, Permanent (37.5 hours per week, Monday to Friday)

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.

About the Role

Reporting to the Built Estate Manager, you will provide comprehensive administrative support to site and cluster teams. You will work closely with 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;
• Supporting the helpdesk and management teams by providing accurate data, responding to requests for information and assisting with the timely resolution of customer complaints;
• Supporting IT system developments, including testing updates and fixes, and promoting a positive health and safety culture;
• Ensuring works are delivered efficiently and economically to support overall business performance;
• Undertaking any other reasonable duties as directed by management.

You will be required to pass BPSS security clearance and hold a full UK driver’s licence as there will be occasional travel involved with the role.

What you’ll need

To be successful in this role, you will have experience in administration, 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.

Benefits

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

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.