Administrator | Coningsby

Location: RAF Coningsby (100% office based, no home working)

Contract: Full Time, Permanent

Working Hours: 37.5 hours per week, Monday to Friday (8:00AM to 4:30PM)

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: Every day will bring something different. You’ll provide essential administrative and coordination support to the site team, helping to ensure the effective, compliant and timely delivery of departmental duties in line with Government regulatory and statutory requirements, as well as VIVO’s Health & Safety and environmental standards.

• Monitor Maximo throughout the day for new reactive tasks, ensuring they are allocated to the correct supplier or Operations Manager and following up where necessary.
• Proactively monitor outstanding and overdue jobs, chase suppliers and colleagues for updates, identify upcoming deadlines and make sure actions are progressed promptly.
• Use operational data and reports to identify works requiring mitigation, update records and ensure communications are accurately documented.
• Check completion information and certificates, scanning and uploading documentation to the relevant works so that jobs can be correctly closed down.
• Provide wider administrative support across the site, including managing BPSS paperwork for staff and contractors and raising Guided Buying purchase orders.
• Support formal management meetings by arranging suitable facilities, confirming site access for non-pass holders, recording attendance, taking accurate minutes and maintaining action logs.
• Coordinate pool car bookings and checks, including servicing, MOTs, station passes and monthly inspections.
• Ensure Health & Safety noticeboards remain current, with safety alerts and bulletins displayed and communicated appropriately to staff.
• Maintain the site induction file, ensuring records are kept up to date and routinely archived.
• Check the visitor register daily to ensure visitors have signed out and records are securely scanned and filed in accordance with GDPR requirements.
• Help ensure that site guides and the emergency grab bag remain up to date, book visitors into the Guard Room and arrange escorts when required.
• Coordinate meeting rooms and facilities for training and other site activities.
• Support the helpdesk with requests for information, provide accurate data to help resolve customer requirements, assist with complaints and help the wider team deliver an efficient and professional service.
• Produce and maintain reports using Microsoft Excel, Maximo and other bespoke IT systems, with training provided where required.

What You’ll Need: You’ll have previous experience in an administrative or coordination role, with experience using a CAFM system being highly desirable. Strong IT skills, particularly in Microsoft Excel and Word, are important, as is the ability to use technology to produce and analyse data, maintain accurate records and identify potential issues. You’ll be proactive in planning your workload, comfortable managing competing priorities and able to remain calm and professional under pressure. Excellent communication skills are essential, as you’ll be building relationships with colleagues, suppliers, contractors, MOD personnel and end users. You’ll have a strong eye for detail and take pride in getting things right. You’ll be equally comfortable working independently and as part of a small team, using your initiative to identify what needs to be done and taking action without always needing to be asked. Previous coordination experience within a facilities management environment would be highly desirable, as would previous experience working within an MOD environment. Most importantly, you’ll share VIVO’s commitment to safety, quality, collaboration and continuous improvement, with a genuine desire to learn, develop and contribute to the success of the team.

VIVO Defence Services: The role you have applied for is with VIVO Defence Services, a joint venture between Serco and EQUANS. By applying for this role, please be aware that information contained within your CV may be shared between VIVO Defence Services, Serco and EQUANS during the recruitment process. 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.