Personal Assistant - Otago Corrections Facility

Clutha NZ; Otago; On-site; NZD 67,000 - 75,000; Part time

Job summary

Ara Poutama Aotearoa - Department of Corrections is seeking a Personal Assistant at Otago Corrections Facility to provide executive support to the senior leadership team. You will manage complex diaries, prepare agendas, coordinate meetings, and deliver high-quality admin services in a fast-paced public safety environment.

This part-time role requires discretion, strong IT skills (Microsoft 365), and the ability to multitask while building trusted relationships across the department.

Qualifications

• High level of discretion with confidential information.
• Proven administration experience with office processes and digital tools (Microsoft 365).
• Confident with technology and adapting to new systems.
• Excellent communication and interpersonal skills.
• Ability to work independently and in a team, meeting deadlines.

Responsibilities

• Provide high-quality executive support to the General Manager and senior leadership.
• Manage complex diaries and inboxes, coordinate meetings and events.
• Prepare agendas, record minutes, and produce reports/presentations.
• Be the central point of contact for internal/external stakeholders.
• Identify workflow improvements and streamline processes.

Skills

Discretion

Administration experience

Microsoft 365

Technology literacy

Communication skills

Teamwork

Organisational skills

Problem solving

Values alignment

NZ Driver's Licence

Job description

Personal Assistant - Otago Corrections Facility

• Showcase your strong administration expertise and technological proficiency
• Be the go-to person for the senior leadership team and build trusted relationships across the department
• Permanent, part-time position based at Otago Corrections Facility

"Ehara taku toa I te toa takitahi amarga he toa takitini" - My strength is not the strength of my own, but the strength of many.

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).

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.

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.

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 ourHōkai Rangi strategy.

We valueinclusion 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.

• Classifications: Administration & Support Services,