Administration Support Officer - OCF

JobSpace; Wellington; On-site; NZD 65,000 - 68,000; Full time

Job summary

Department of Corrections at Otago Corrections Facility is seeking an Administration Support Officer for an 18-month fixed-term role. You will provide essential administrative support across the site, including reception, records, meeting coordination, and newsletters.

This busy role involves liaising with staff, external stakeholders, and the public in a collaborative team environment. You should have strong office administration experience, excellent organisation, and resilience in changing

Qualifications

• Experience in office or administrative roles.
• Strong communication and relationship-building skills.
• Ability to manage competing priorities in a fast-paced environment.

Responsibilities

• Manage reception and phone duties, liaising with staff, management, external stakeholders, and the public.
• Coordinate with organisations and service providers connected to OCF.
• Process files and maintain accurate, up-to-date records.
• Ensure correspondence, reports and documentation meet Department standards and timeframes.
• Provide admin support across the site and assist in producing the monthly site newsletter.
• Hours: Monday to Friday, 8:00am–5:00pm (hours negotiable).

Skills

Office administration

Microsoft Office

Communication

Tools

Word

Excel

Outlook

Job description

Administration Support Officer - OCF Fixed Term 18 Months

Make a real impact supporting daily operations at Otago Corrections Facility. Gain unique admin experience in this 18-month fixed-term role. Join a collaborative, people-focused team environment.

About the role:

We have an exciting 18-month fixed-term opportunity to join the team at Otago Corrections Facility (OCF), providing essential administrative support across our site. This role is ideal for someone who is wanting to gain invaluable administration experience within a custodial setting. You'll enjoy a busy environment, engaging with people, and contributing to the smooth running of daily operations.

In this role you will:

• Manage reception and phone duties, liaising with staff, management, external stakeholders, and the public.
• Work collaboratively with organisations and service providers connected to OCF.
• Process files and maintain accurate, up-to-date records.
• Ensure correspondence, reports and documentation meet Department standards and required timeframes.
• Provide administration support across the site—coordinating meetings, preparing agendas, taking minutes, recording actions, communicating with external parties, and maintaining filing systems.
• Work Monday to Friday, between 8:00am and 5:00pm. (hours are negotiable)

This fast-paced role will suit someone who enjoys being part of a strong team, can adapt quickly, multitask effectively, follow established policies and procedures, and use sound judgement when prioritising work.

About you:

We are looking for a professional, reliable, and people-focused team member who brings:

• Manaaki and respect in all day-to-day interactions.
• Strong experience and knowledge of office administration.
• Resilience in challenging or changing situations, with a practical, solutions-focused mindset.
• Excellent organisational skills, adaptability, and the ability to meet deadlines.
• A collaborative approach, contributing positively within a dynamic administrative team.
• Confidence engaging with people from all backgrounds, while remaining friendly and non-judgemental.
• High integrity and the ability to manage sensitive and personal information appropriately.
• Proficiency with Microsoft Office (Word, Outlook, Excel) and the ability to learn new systems quickly.
• The capability to assist in producing the monthly site newsletter.
• A full New Zealand Driver Licence is required.
• To be considered, you must be legally entitled to live and work in New Zealand.

Skills and experience:

• Proven experience in office or administrative roles
• Strong communication and relationship-building skills.
• Ability to manage competing priorities in a fast-paced environment.
• High attention to detail and accurate record-keeping.
• Confidence learning and using administrative systems and software.

The benefits:

The midpoint of the salary range is $66,575 per annum, and the full range (85%-120%) is $64,717 - $68,434 per annum. Appointment and remuneration will reflect skills and experience relevant to the role.

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.