Administrator | Royal Citadel

Working as part of a team of five in Plymouth and reporting to the Area Manager, you’ll provide a varied mix of receptionist and administrative support to the site management team.

• You’ll be a key point of contact for visitors, colleagues and stakeholders, helping to ensure the office runs efficiently and professionally.
• From coordinating meetings and managing site access to maintaining records, preparing reports and supporting the allocation and closure of PPM and reactive tasks, this role offers plenty of variety.
• There may also be occasions where support is required for other teams across the business, depending on operational requirements.

Your day-to-day responsibilities will include:

• Booking appointments, gate access and meeting rooms
• Welcoming and registering visitors
• Answering queries and providing a professional first point of contact
• Preparing meeting agendas, minutes, action logs and reports
• Maintaining electronic and hard-copy filing systems
• Managing office supplies and PPE
• Ensuring important H&S information and noticeboards are kept accurate and up to date
• Coordinating incoming and outgoing post
• Supporting H&S induction packs
• Assisting with site security requirements
• Providing general administrative support to the wider team

The role will also involve working with systems such as Maximo or other CAFM systems, so previous experience would be a distinct advantage.

What We’re Looking For

We’re looking for an administrator who is organised, approachable and confident communicating with a wide range of people. This could suit someone with experience in an administration, receptionist, office support or customer service environment who enjoys being at the heart of a busy team.

• Strong administration and organisational skills are essential
• Excellent written and verbal communication skills
• Good working knowledge of Microsoft Office, particularly Excel
• Experience using Maximo or another CAFM system would be advantageous

The successful candidate will be able to:

• Manage multiple tasks and priorities effectively
• Demonstrate a professional and customer-focused approach
• Have strong attention to detail with a proactive attitude

BPSS Clearance is required for this role, with SC Clearance advantageous.

If you’re an organised, people-focused administrator who thrives on variety and takes pride in delivering a professional service, we’d love to hear from you.

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.