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
Working Hours
37.5 hours per week, Monday to Friday (8:00‑4:30 PM)
Location
100% Office based, RAF Waddington (No hybrid or remote working)
The Role
As a key member of our team, you'll provide essential administrative support that helps ensure our operations run safely, efficiently and compliantly. You'll work closely with Operational Managers, contractors and colleagues across the business, playing a vital role in coordinating reactive maintenance, monitoring work progress and helping to ensure contractual commitments are delivered on time.
Your day could involve managing and allocating maintenance tasks through Maximo, monitoring performance reports, raising purchase orders, updating records and maintaining accurate electronic filing systems. You'll also support management by organising meetings, booking facilities, taking professional minutes and maintaining action logs, while ensuring important documentation is always accurate and up to date.
The role also includes supporting the Helpdesk with customer enquiries, assisting with the resolution of customer issues, processing BPSS paperwork for employees and contractors, coordinating visitor access and inductions, managing meeting room bookings and helping to keep pool vehicle records, servicing schedules and compliance documentation current.
You'll play an important part in maintaining Health & Safety communications, ensuring noticeboards and safety alerts remain up to date, managing visitor records in line with GDPR requirements and supporting the wider team with a variety of administrative tasks that contribute to the smooth running of the contract.
About You
You'll be highly organised, motivated and able to manage a varied workload while maintaining exceptional attention to detail. You enjoy working in a busy environment where priorities can change and are confident communicating with colleagues, customers and contractors at all levels.
You’ll have strong administrative skills and be comfortable using Microsoft Office, particularly Excel, with the willingness to learn systems such as Maximo and other bespoke business applications. Most importantly, you’ll be proactive, dependable and committed to delivering excellent customer service while maintaining the highest standards of accuracy, confidentiality and compliance.
Requirements
Pass BPSS Clearance to be eligible for this role.
Company Details
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.
EEO Statement
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.
Administrator | RAF Waddington in Lincoln employer: VIVO Defence
VIVO Defence Services is an exceptional employer that prioritises the well-being and development of its employees, offering a supportive work culture where collaboration and innovation thrive. Located in Plymouth, this role as Area Manager provides competitive benefits including a company car, generous annual leave, and opportunities for professional growth through training and development initiatives. With a strong commitment to diversity and inclusion, VIVO fosters an environment where every team member can contribute meaningfully while ensuring high standards of service delivery to the UK military and its partners.
