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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 opportunity for career growth in a supportive team culture.
- Why this job: Make a real impact while developing your admin skills in a dynamic setting.
- 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. By applying for this role, you acknowledge that VIVO Defence Services will share your CV information with Serco and EQUANS during 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 MOD Stafford and VIVO Defence Services. Understanding their values and culture will help you tailor your approach during interviews and show that you're genuinely interested in being part of the team.
✨Tip Number 2
Practice makes perfect! Prepare for common interview questions related to administrative roles, especially those involving teamwork and communication. Role-play with a friend or use online resources to boost your confidence.
✨Tip Number 3
Show off your skills! Be ready to discuss your experience with Excel, Maximo, and any other relevant tools. Bring examples of how you've used these systems to improve processes or solve problems in previous roles.
✨Tip Number 4
Don’t forget to follow up! After your interview, send a quick thank-you email to express your appreciation for the opportunity. It’s a great way to reinforce your interest in the role and keep you on their radar.
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 want to work with us at MOD Stafford and how your background aligns with our needs. Keep it concise but engaging!
Showcase Your Communication Skills: Since this role involves a lot of communication, make sure to demonstrate your strong teamwork and phone-based interaction skills in your application. We want to see how you engage with different stakeholders!
Apply Through Our Website: Don’t forget to apply through our website! It’s the best way for us to receive your application and ensures you’re considered for the role. Plus, it’s super easy to do!
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
Since coordinating meetings is a key responsibility, think of examples where you've successfully arranged meetings or events. Highlight your organisational skills and ability to manage logistics, as well as how you ensure effective communication with all stakeholders involved.
✨Showcase Your Communication Skills
Prepare to demonstrate your strong communication abilities, especially in phone interactions. Practice answering common questions clearly and confidently, and be ready to discuss how you handle inbound and outbound communications with various stakeholders.
✨Emphasise Teamwork and Safety Culture
Be prepared to talk about your experience working in teams and how you contribute to a positive safety culture. Share specific examples that illustrate your commitment to health and safety practices, as well as your ability to collaborate effectively with IT teams and other departments.