Administrator | HMS Sultan

Here at VIVO we are hiring a Site Administrator to be based at HMS Sultan and the surrounding sites.

This role will see you supporting the Operations team at HMS Sultan, by ensuring high-quality data production and reports are available regarding the billable works on the contract.
You will be providing administrative support for departmental duties, including answering incoming phone calls, producing reports using Maximo and Excel and assisting in resolving complaints in a timely and satisfactory manner.

Other responsibilities are to:
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 Sustainability processes and initiatives.
Provide reports and data to stakeholders, as required, to facilitate management of the contract.
Preparing and sending out spreadsheets of monthly Pre Planned Preventative Maintenance jobs to suppliers
Support management in providing accurate data to allow optimal solutions to customer requirements and to resolve end user issues
Support the Helpdesk in responding to requests information and advice regarding the department
Proactively obtain feedback from customers on completion of work, recording information and acting on feedback received

It is essential that you have experience in administration including a good understanding of administration requirements in a busy, fast paced environment, prioritising tasks to meet tight deadlines.

This role will require you to travel to remote sites weekly therefore it is essential that you hold a clean and valid UK driving licence or can travel to remote locations without the use of public transport.

It is desirable that you have experience of operating within an MOD environment and have familiarity with geography and establishments within area of responsibility.

It is desirable that you have an NVQ Level 2 qualification in Administrational or a related discipline, along with experience with Maximo applications.

It is also desirable to have an accredited office Health and Safety Qualification and/or accredited training qualification in MS Office Packages.

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.

Up to 6% contributory pension scheme
25 Days annual leave
Volunteer leave
Established reward and recognition scheme
One paid professional subscription
Life Assurance Policy
Employee discount and reward schemes
Interesting, varied, and enjoyable work
A company that recognises your contribution
Training opportunities and qualifications within a supportive environment to ensure career progression
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.