Personal Assistant - Otago Corrections Facility

JobSpace; Wellington; On-site; NZD 67,000 - 75,000; Part time

Job summary

Ara Poutama Aotearoa - Department of Corrections is seeking an experienced executive support professional for a permanent, part-time role at Otago Corrections Facility. You will support the General Manager and leadership team with diary management, meeting coordination, and report preparation, while improving processes and maintaining confidentiality.

The position requires discretion, strong communication, and the ability to manage competing priorities in a fast-paced environment.

Qualifications

• Proven administration experience with strong knowledge of office processes and systems.
• Ability to handle confidential information with discretion.
• Proficient IT literacy and adaptability to new tools.
• Excellent communication and interpersonal skills.
• Ability to work independently and as part of a team.
• Strong organisational skills and deadline focus.

Responsibilities

• Provide high-quality executive support to the General Manager and senior leadership.
• Manage complex diaries and inboxes; coordinate meetings and events.
• Prepare agendas and record minutes from panels and meetings.
• Organise site functions and support development of reports and presentations.
• Act as central point of contact for internal and external stakeholders.
• Identify opportunities to improve processes and streamline ways of working.

Skills

Discretion

Administration experience

Microsoft 365

IT literacy

Communication

Teamwork

Organisation

Resilience

Values alignment

New Zealand Driver's Licence

NZ citizenship / residency status

Tools

Microsoft 365

Job description

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 maari he toa takitini - My strength is not the strength of my own, but the strength of many.

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).

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.

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.

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.