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- Tasks: Support essential services and ensure smooth operations in a fast-paced environment.
- Company: VIVO, a leader in facilities management for the UK military.
- Benefits: Full-time role with a collaborative team and opportunities for professional growth.
- Other info: Diverse and inclusive workplace with flexible working options.
- Why this job: Make a real impact by ensuring operational excellence and supporting key services.
- Qualifications: Experience in administration, strong IT skills, and excellent communication abilities.
The predicted salary is between 24000 - 28000 £ per year.
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: MOD Stafford
Working Hours: 37.5 hours per week, Monday to Friday; 8:00 AM to 4:30 PM
Be the Backbone of a High-Performing Team
We are looking for a proactive and detail-driven Administrator to join our team at RAF Stafford. This is more than a typical administrative role. It is an opportunity to play a vital part in delivering essential services, supporting operational excellence, and ensuring everything runs smoothly behind the scenes. If you thrive in a fast-paced environment, enjoy working with data, and take pride in organisation and efficiency, this role offers an excellent next step.
About The Role
- You will be central to the operation, ensuring that teams, systems, and processes are fully supported.
- You will deliver high-quality administrative support to enable smooth and compliant operations, while managing incoming calls in a professional and timely manner.
- A key part of the role will involve preparing and maintaining performance reports using systems such as Excel, Maximo, and other bespoke tools.
- You will support the coordination of meetings by arranging facilities, confirming access requirements, recording attendance, and producing accurate minutes and action logs.
- Maintaining effective filing systems, both digital and physical, will also be part of your responsibilities.
- You will contribute to ongoing initiatives relating to Quality Assurance, Health and Safety, Security, and Sustainability.
- You will take ownership of key operational tasks such as managing workflows within Maximo, closing down completed jobs, raising purchase orders, and scheduling work for engineers.
- You will handle both inbound and outbound communication with customers, supply chain partners, and other internal offices, ensuring a professional and confident approach at all times.
- The role will also involve welcoming visitors to the office, engaging face‑to‑face with stakeholders, and supporting on‑site meetings where required.
- You will support the resolution of customer queries and complaints in a timely and professional manner, assist the Helpdesk with requests for information and advice, and work alongside IT teams to support system improvements, including testing updates and fixes.
- You will also play a role in promoting a positive safety culture, ensuring accountability and high performance across the team.
What We Are Looking For
The successful candidate will have experience in Administration, along with strong IT skills, particularly in Microsoft Excel and Word. You will have proven experience in a busy administrative environment, with the ability to manage data effectively, prioritise tasks, and meet tight deadlines. Strong teamwork and communication skills are essential, along with confidence in handling phone‑based interactions and engaging with a wide range of stakeholders. Experience within construction, property maintenance, or a Ministry of Defence environment would be advantageous, as would familiarity with systems such as Maximo and an understanding of health and safety practices or compliance requirements. A full driving licence and access to a vehicle would be beneficial.
Why Join Us
This role is critical in supporting the delivery of key contractual services and ensuring operational success. You will be part of a collaborative and purpose‑driven team where your contribution has a direct impact on efficiency, compliance, and service delivery. If you are ready to apply your organisational expertise in a role where it truly matters, we encourage you to apply.
Equal Opportunity
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 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. We are open to discussions around flexibility and flexible working and operate a hybrid work structure in many of our business areas.
Administrator | MOD Stafford employer: VIVO Defence Services
Contact Detail:
VIVO Defence Services 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 and its core values. When you understand what they stand for, you can tailor your conversations to show how you embody those values. This will make you stand out as a candidate who truly gets it.
✨Tip Number 2
Practice your communication skills! Since this role involves a lot of interaction with stakeholders, being able to articulate your thoughts clearly is key. Try mock interviews with friends or family to boost your confidence.
✨Tip Number 3
Show off your organisational skills! Bring examples of how you've managed data or coordinated projects in the past. This could be through performance reports or managing workflows – anything that highlights your ability to keep things running smoothly.
✨Tip Number 4
Don’t forget to apply through our website! It’s the best way to ensure your application gets seen by the right people. Plus, it shows you’re serious about joining our team at VIVO.
We think you need these skills to ace Administrator | MOD Stafford
Some tips for your application 🫡
Show Your Organisational Skills: In your application, highlight your ability to manage data and keep things organised. We love candidates who can demonstrate their knack for maintaining effective filing systems and managing workflows efficiently.
Tailor Your Experience: Make sure to tailor your application to reflect your experience in busy administrative environments. Mention any relevant tools you've used, like Excel or Maximo, to show us you're ready for the role.
Communicate Clearly: Since you'll be handling communication with various stakeholders, it's crucial to showcase your strong communication skills. Use clear and professional language in your application to give us a taste of how you interact with others.
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’re considered for this exciting opportunity at MOD Stafford!
How to prepare for a job interview at VIVO Defence Services
✨Know Your Role Inside Out
Before the interview, make sure you thoroughly understand the Administrator role at VIVO. Familiarise yourself with their core values—open, caring, agile, and collaborative—and think about how your skills and experiences align with these principles.
✨Showcase Your IT Skills
Since strong IT skills are essential for this position, be prepared to discuss your experience with Microsoft Excel and any other relevant software. Consider bringing examples of reports or data you've managed in the past to demonstrate your proficiency.
✨Prepare for Scenario Questions
Expect questions that assess your problem-solving abilities and teamwork skills. Think of specific examples from your previous roles where you successfully managed tasks under pressure or resolved customer queries effectively.
✨Engage with Confidence
During the interview, remember that communication is key. Practice engaging confidently with your interviewer, as you'll need to handle phone-based interactions and engage with various stakeholders in the role. A friendly, professional demeanour will go a long way!