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.
Location: RAF Digby
Permanent, Full time
Salary: £24,636
Are you highly organised with an eye for detail and a passion for keeping operations running smoothly? VIVO is looking for a proactive and dependable Administrator to support our Gas Safety team. This is a vital role where your coordination and communication skills will help ensure the safe, efficient, and compliant delivery of services across our contract.
The Role
In this position, you’ll provide dedicated administrative support to the Gas team, helping to manage day-to-day operations behind the scenes. You’ll be responsible for scheduling appointments for Skilled Persons (SKP) assessments, tracking timelines, processing work orders, maintaining compliance records (such as CARs), and coordinating with engineers, supervisors, and contractors to ensure everything stays on track. Your work will be essential in making sure documentation is timely, accurate, and aligned with both health and safety regulations and internal policies.
You’ll also take ownership of document preparation, database updates, report creation, and inventory tracking. From liaising with procurement to managing spreadsheets and supporting compliance checks, your attention to detail and ability to juggle multiple tasks will make a real impact. You’ll work closely with the Gas Safety Manager and the wider team to support safe working environments and high service standards across the contract.
What You'll Bring
This role would suit someone with experience in an administrative or coordinator position – ideally in a technical, engineering, or maintenance environment. You should be confident working with Microsoft Office (especially Excel and Outlook), be familiar with updating databases, and have a good understanding of document control processes. The ability to stay organised under pressure, communicate effectively with different teams, and work proactively without close supervision is key.
If you bring previous experience supporting maintenance scheduling, that’s a bonus – but it’s not essential. What matters most is your initiative, reliability, and commitment to getting the job done right. A background in business administration or customer service, as well as awareness of Health & Safety practices (such as lone worker policies or risk assessments), will also support your success.
Whether you're looking to build on your current administrative experience or take the next step in a supportive and dynamic workplace, this role offers a great opportunity to grow your skills in a fast-paced and purpose-driven environment. Join VIVO and help make a difference in the way we deliver critical services.
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.