Administrator | MOD Stafford

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 ; 8:00AM to 4:30PM

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. In addition, you will contribute to ongoing initiatives relating to Quality Assurance, Health and Safety, Security, and Sustainability.

Alongside this, 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

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.