Administration Officer - Hamilton

Department of Corrections NZ; Hamilton; On-site; NZD 60,000 - 64,000; Full time

Job summary

Ara Poutama Aotearoa - Department of Corrections in Hamilton is seeking a dedicated Administration Officer for a full-time, permanent role operating 40 hours per week. The position focuses on delivering frontline reception, telephone services, and essential administrative support to the Community Corrections team.

The role involves handling sensitive information with discretion, coordinating communications with people in our care and external stakeholders, and maintaining accurate records.

Qualifications

• Experience in office administration and reception duties.
• Strong communication and customer service skills.
• Ability to work in a busy, fast-paced environment and manage multiple tasks.

Responsibilities

• Manage reception and phone duties, liaising with clients, families, and stakeholders.
• Liaise with organisations and services we work with.
• Process files and prepare documents for court.
• Purchase materials and manage recordkeeping to meet timelines.
• Provide site-wide administrative support, schedule meetings, take minutes, and file records.

Skills

Office administration

Communication skills

Customer service

Team collaboration

Privacy & confidentiality

Problem solving

Job description

Full-time, permanent position available

Monday to Friday, 40 hours a week

Located in Hamilton Central

Do you have the enthusiasm, dedication, and the skills to become an Administration Officer within Ara Poutama Aotearoa, Department of Corrections?

This could be just the opportunity you are looking for!

We are currently looking for a full‑time, permanent Administration Officer, to join our team at our Hamilton Hub.

Mō te tūnga | About the role

This is an opportunity to be part of a great organisation where you will support the Community Corrections team.

This role will involve communicating directly with people in our care who are serving community sentences and working with our Probation Officers.

Other key responsibilities involve a wide range of administrative services including:

• Reception and phone duties are a key component of this role, this will include liaising with people in our care, their whanau and other stakeholders
• Liaising with organisations and services we work with
• Processing files
• Preparing documents for court
• Purchasing materials
• Record management and ensuring correspondence, reports and other documentation meet Department timelines and standards
• Provide administration support across our site by setting up meeting invites, taking minutes, and recording actions, communicating with external stakeholders and filing

In this busy role you will enjoy working collaboratively as one team in a challenging and fast paced environment, be able to multitask, remain adaptable, follow and adhere to policies and procedures, and have sound judgement in prioritising tasks and activities to meet deadlines.

This is a full‑time position, you will be working Monday to Friday, 8:30am to 5pm.

Ngā pūkenga me ngā wheako | Skills and experience

The preferred candidate will be able to demonstrate:

• Manaaki and respect for all that we deal with on a day-to-day basis
• Good experience and knowledge of office administration
• Resilience when dealing with difficult situations in changing environments and a pragmatic approach to problem solving
• The ability to organise effectively, be adaptable, multi-task and meet deadlines
• Excellent customer facing and communication skills will be required to participate in Reception and Phone rosters as required
• The ability to be a strong team player who can work collaboratively across a dynamic team of administrators.
• The ability to work with a wide range of people, from all walks of life, while maintaining a friendly and non-judgemental attitude
• A high level of integrity and the ability to maintain privacy while working with sensitive and personal information
• Good knowledge of computer software and database systems including Microsoft Office suite (Word, Outlook, Excel), with the ability to learn new systems quickly

If you have the skills and experience that we are looking for and can hit the ground running, then we would love to hear from you!

You will need a full New Zealand Driver Licence for this role.

Applicants must be a New Zealand citizen, New Zealand Resident Permit holder, Australian citizen or an Australian resident who holds a current Australian Resident Return Visa.

Utu ā‑tau | Salary

The salary range for the job is $60,216- $63,789. Appointment and remuneration will reflect skills and experience relevant to the role.

Mō mātou | About us

Join Ara Poutama Aotearoa - Department of Corrections, where your work will contribute to improving public safety, reducing re-offending, and address the overrepresentation of Māori in correctional facilities. As a values-led organisation, we use the principles of rangatira (leadership), manaaki (respect), wairua (spirituality), kaitiaki (guardianship), and whānau (relationships) to guide our work and achieve the goals of our Hōkai Rangi strategy.

We value inclusion and diversity in our workforce, and as a Public Service organisation we are committed to building a workforce that reflects the public we serve. We strive to make our recruitment process fair, and we encourage you to discuss reasonable accommodations with us if required.