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- Tasks: Support operations with high-quality admin tasks and manage communications effectively.
- Company: Join VIVO, a dynamic team supporting the UK military with innovation and care.
- Benefits: Full-time role with flexible working options and a commitment to diversity.
- Other info: Opportunity for career growth in a supportive and inclusive workplace.
- Why this job: Make a real impact in a collaborative environment while developing your skills.
- Qualifications: Strong IT skills, experience in administration, and excellent communication abilities.
The predicted salary is between 24000 - 28000 £ per year.
VIVO provides facilities management and accommodation maintenance for the UK military and its partners. VIVO embodies both experience and innovation.
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; 8:00AM to 4:30PM
About the Role:
- Central to operations, ensuring teams, systems and processes are fully supported.
- Deliver high‑quality administrative support to enable smooth and compliant operations.
- Manage incoming calls professionally and timely.
- Prepare and maintain performance reports using Excel, Maximo and other bespoke tools.
- Coordinate meetings: arrange facilities, confirm access requirements, record attendance, produce accurate minutes and action logs.
- Maintain effective digital and physical filing systems.
- Contribute to ongoing initiatives relating to Quality Assurance, Health and Safety, Security and Sustainability.
- Take ownership of key operational tasks: manage Maximo workflows, close completed jobs, raise purchase orders, schedule work for engineers.
- Handle inbound and outbound communication with customers, supply chain partners and internal offices.
- Welcome visitors to the office, engage face‑to‑face with stakeholders and support on‑site meetings.
- Resolve customer queries and complaints in a timely and professional manner.
- Assist the Helpdesk with requests for information and advice.
- Support IT teams in system improvements, including testing updates and fixes.
- Promote a positive safety culture and ensure accountability and high performance across the team.
What we are looking for:
- Experience in Administration with strong IT skills, particularly Excel and Word.
- Proven experience in a busy administrative environment, ability to manage data effectively and prioritise tasks.
- Strong teamwork and communication skills.
- 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 is advantageous.
- Familiarity with systems such as Maximo and understanding of health and safety practices or compliance requirements.
- 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.
VIVO Defence Services is a joint venture between Serco and EQUANS. By applying for this role, 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. 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 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 | MOD Stafford employer: VIVO Defence
Contact Detail:
VIVO Defence 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 help you connect better during interviews.
✨Tip Number 2
Practice makes perfect! Before your interview, run through common questions and prepare your answers. Think about your past experiences in administration and how they relate to the role. We want you to feel confident and ready to impress!
✨Tip Number 3
Show off your skills! If you have experience with Excel or Maximo, be sure to highlight that during your discussions. Bring examples of how you've used these tools effectively in previous roles to demonstrate your capabilities.
✨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 keep yourself on their radar and show your enthusiasm for the role.
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: Use your cover letter to tell us why you want to join VIVO and how you embody our core values: open, caring, agile, and collaborative. This is your chance to show your personality and passion for the role!
Be Clear and Concise: When filling out your application, keep your language clear and to the point. We appreciate straightforward communication, so avoid jargon and make it easy for us to see your qualifications.
Apply Through Our Website: We encourage you to apply directly through our website. It’s the best way to ensure your application gets to us quickly and efficiently. Plus, you’ll find all the details you need about the role there!
How to prepare for a job interview at VIVO Defence
✨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 experience aligns with these principles.
✨Show Off Your IT Skills
Since strong IT skills are crucial for this position, be prepared to discuss your proficiency in Excel and any other relevant software. You might even want to bring examples of reports or documents you've created to showcase your abilities.
✨Practice Your Communication Skills
Given the importance of handling phone interactions and engaging with various stakeholders, practice articulating your thoughts clearly. Consider role-playing common scenarios you might encounter in the role, such as resolving customer queries or coordinating meetings.
✨Demonstrate Team Spirit
VIVO values teamwork, so be ready to share examples of how you've successfully collaborated with others in previous roles. Highlight any experiences where you contributed to a positive team environment or helped resolve conflicts.