Administrator | Coningsby

You’ll provide wider administrative support across the site, including managing BPSS paperwork for staff and contractors and raising Guided Buying purchase orders. You’ll also support formal management meetings by arranging suitable facilities, confirming site access for non-pass holders, recording attendance, taking accurate minutes and maintaining action logs.

There will also be plenty of opportunity to take ownership of the practical administration that keeps the site running effectively. You’ll coordinate pool car bookings and checks, including servicing, MOTs, station passes and monthly inspections. You’ll ensure Health & Safety noticeboards remain current, with safety alerts and bulletins displayed and communicated appropriately to staff.

You’ll maintain the site induction file, ensuring records are kept up to date and routinely archived, while also checking the visitor register daily to ensure visitors have signed out and records are securely scanned and filed in accordance with GDPR requirements.

You’ll 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. You’ll also coordinate meeting rooms and facilities for training and other site activities.

Alongside this, you’ll 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.

You’ll be expected to produce and maintain reports using Microsoft Excel, Maximo and other bespoke IT systems, with training provided where required. You’ll work in line with VIVO processes and be encouraged to share effective ways of working that could improve the service across the contract.

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. This experience would allow you to hit the ground running and understand the unique requirements of working within a Defence estate.

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.

This is your chance to join the team at an exciting stage of that journey, make a real contribution at RAF Coningsby and develop your career within a growing organisation.

Ready to make a difference?

If you’re an organised, proactive Administrator who thrives on keeping people, information and processes moving in the right direction, we’d love to hear from you.

Apply today and become an important part of the team delivering essential services at RAF Coningsby.

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.