Administrator

VIVO, a 50:50 joint venture between Serco and EQUANS, has been awarded places on the Defence FM and Housing Maintenance framework contracts. 

VIVO embodies both experience and innovation. It combines Serco's comprehensive track record delivering engineering, technical and FM services to the UK MOD for over 55 years with EQUANS' market leading FM, energy, asset optimisation and regeneration capabilities. 

Location: RAF Cranwell

Term: Full Time/Perm

Salary: 19,305 - £22,500 p.a

We are recruiting for an Administrator to work with our Built Estate Team to cover the local area of sites around RAF Cranwell and support the site team to ensure all VIVO contractual outputs are met. Assist with the management of the Supply Chain to ensure that all statutory, mandatory and reactive performance indicators are consistently achieved.

Responsibilities  

• Provide administrative support for the effective, compliant and timely delivery of departmental duties in accordance with Government Regulatory and Statutory undertakings, complying with all
• Health & Safety and Environmental standards and policies.
• Answer all incoming telephone calls promptly and professionally.
• Preparation and maintenance of reports as required by management utilising MS Excel,
• Maximo or other bespoke IT systems to monitor business performance.
• Support management in formal meetings including booking suitable facilities, confirming site access for non-pass holders, recording attendance and producing accurate minutes and action logs
• Where required, maintain the office filing system in accordance with VIVO policy, both electronic and hard copy files.
• Support the ongoing completion of Quality Assurance, Health & Safety, Security & Fraud and
• Take minutes (mainly Action Logs / Record of Decisions) for Monthly client/end user meetings and occasional other meetings.
• Produce Monthly performance reports, other programmed reports and adhoc report as requested by the Area Manager.
• Act as a resource planner to allocate work to our Authorised Persons (Health and Safety team) and liaise with our site teams to gather the documentation required to deliver work safely.
• Generate Purchase Orders to manage waste removal, PPE, stationery, calibration of equipment etc.
• Verify documentation from our supply chain in preparation for Security Checks.
• Book people in to Guardrooms etc to assist access to sites and provide escorting duties when needed.
• Maintain Offices environment by checking the notice boards are up to date across the area, deliver routine office safety checks and first aid box reviews

What You'll Need For The Role:

Essential 

• Significant practical experience in administration including a good understanding of administration requirements in a busy, fast paced environment, data processing and management and prioritising tasks to meet tight deadlines
• Ability to work as part of a team
• Planning, directing and controlling activities
• Influencing a wider team to ensure compliance with KPIs
• Providing administrative support and advice to managers across the business

Desirable 

• Demonstrable experience in Construction, Property Maintenance or related field including:
  • Experience of operating in an MOD environment
  • Use of bespoke computer systems
  • Familiarisation of legal requirements in relation to construction activities
  • Familiarity with geography and establishments within area of responsibility
     

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 Employer. Disabled applicants who meet the minimum criteria for the job will be given the opportunity to demonstrate their abilities at an interview. If candidates wish to request extra time to apply then they should contact 0345 010 4000 and ask to speak to a VIVO Recruiter.