Personal Assistant - Otago Corrections Facility

Department of Corrections NZ; Otago; On-site; NZD 67,000 - 75,000; Part time

Job summary

Department of Corrections NZ at Otago Corrections Facility is seeking an experienced executive assistant to provide high-quality support to the General Manager and leadership team. The role requires managing complex diaries, coordinating meetings, and preparing agendas and minutes in a fast-paced public sector environment.

This part-time position (40 hours per fortnight) covers Thursdays and Fridays, with every alternate Wednesday.

Qualifications

• High level of discretion when handling confidential information.
• Proven administration experience with office processes and digital tools, including Microsoft 365.
• Confidence using technology and ability to support others with IT needs.
• Excellent communication and interpersonal skills, professional manner.
• Ability to work independently and as part of a team, contributing to outcomes.
• Strong organisational skills, ability to prioritise and meet deadlines.
• Resilience in changing environments and pragmatic problem solving.
• Alignment with departmental values and integrity in work.
• NZ Driver's Licence (full).
• NZ citizenship or NZ Resident Permit holder or Australian citizen/resident with visa.

Responsibilities

• Manage complex diaries and inboxes for the General Manager and leadership team.
• Coordinate meetings and events, prepare agendas and record minutes.
• Organise site functions and support development of reports/presentations.
• Act as central contact for internal and external stakeholders; streamline processes.
• Balance multiple priorities in a fast-paced public sector environment.

Skills

Discretion

Administrative experience

Communication

Organisational skills

Stakeholder management

Problem solving

Tools

Microsoft 365

Job description

Showcase your strong administration expertise and technological proficiencyBe the go-to person for the senior leadership team and build trusted relationships across the departmentPermanent, part-time position based at Otago Corrections FacilityEhara taku toa I te toa takitahi ...

Mō te tūnga | About the role

Based at Otago Corrections Facility (OCF) and reporting to the General Manager, this role is critical to the success of the OCF senior leadership team. You will provide high-quality, efficient executive support in a fast-paced operational environment that plays a vital role in public safety and positive outcomes for men in our care.

We are seeking an experienced professional with a mature, calm approach and excellent problem-solving skills. No two days are the same in this role, so you will thrive on variety and be confident handling competing priorities.

With a keen eye for detail, you will play a key role in supporting the General Manager and wider leadership team. This includes managing complex diaries and inboxes, coordinating meetings and events, preparing agendas and recording minutes from panels and meetings, organising site functions, and supporting the development of reports and presentations. Acting as a central point of contact for internal and external stakeholders, you will manage multiple priorities while proactively identifying opportunities to improve processes and streamline ways of working.

This a part-time position working 40 hours per fortnight. The days and hours of work are Thursdays & Fridays each week, along with every alternate Wednesday (8 hours per day).

Mōu | About you

We are interested in hearing from people who have a genuine interest in our kaupapa and are motivated to support others in a team environment. The skills and experience required for the role include:

• A high level of discretion, with the ability to manage confidential and sensitive information appropriately
• Proven administration experience, with strong knowledge of office processes, systems and digital tools, including Microsoft 365
• Confidence using technology, with the ability to adapt to new systems and support others with basic IT needs
• Excellent communication and interpersonal skills, with a professional and approachable manner
• Ability to work both independently and as part of a team, contributing positively to team outcomes
• Strong organisational skills, with the ability to prioritise and meet deadlines in a fast-paced environment
• Resilience when dealing with difficult situations in changing environments and a pragmatic approach to problem solving
• Alignment with our departmental values, demonstrating integrity in the way you work and interact with others
• A full, clean NZ Driver's Licence
• 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.

Ngā painga | The benefits

The salary for this role is $67, 104 - $74, 870 (pro rata) across three steps. 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.