"Deputy Secretary to the Council"

VICE-CHANCELLOR'S OFFICE
TE TARI O TE TUMU WHAKARAE

As New Zealand’s oldest and most research-intensive university, the University of Otago is ranked among the top 1% of universities worldwide and attracts first-rate academics, partners, and students. Our graduates are known for their independence, creativity, and audacity of spirit - qualities that shape leaders across health, government, business, research, and beyond.

We are seeking an experienced, highly trusted, and exceptionally organised professional to join us as a Deputy Secretary to the Council to support the governance of one of New Zealand’s most respected tertiary institutions. This is an exciting opportunity to work at the centre of the University’s operations - supporting Council processes, engaging closely with the Vice-Chancellor and Senior Leadership Team, and contributing to initiatives that influence the entire institution.

Te mahi | The role

This pivotal position provides specialist advice and hands-on secretariat support to the University Council, its committees, boards, and controlled entities. You will deputise for the Registrar and Secretary to the Council on matters of governance and ensure the smooth, efficient, and compliant operation of Council business.

You will operate in a high-trust environment where discretion, judgement, and confidentiality are paramount. The role is dynamic and fast-paced, requiring someone who can think on their feet, respond quickly, and manage competing priorities with calm professionalism.

Key aspects of the role include:

• Coordinating governance and secretariat support across the Council and its committees, including the production of accurate minutes within tight timeframes
• Managing resolutions, decisions, and follow-up actions in a timely and accurate manner.
• Overseeing membership, terms of reference, and induction processes for Council and committee members.
• Maintaining accurate institutional records in compliance with statutory and policy requirements.
• Reviewing governance processes and identifying opportunities for improvement.
• Supporting the management of Council elections, appointments, and performance review processes.
• Providing clear, concise, and impartial advice to the Registrar, Chancellor, Council members, and senior leaders.

Kā pūkeka me kā wheako | Your skills and experience

To succeed in this role, you will be an autonomous, resilient professional with exceptional organisational capability. You bring:

• Considerable experience providing governance support for complex committees or decision-making bodies (including drafting and finalising comprehensive governance minutes).
• A proven ability to work independently, make sound judgement calls, and apply discretion at all times.
• The capacity to think quickly, assess issues as they arise, and respond appropriately in a high-pressure environment.
• Outstanding attention to detail, strong time management skills, and the ability to prioritise effectively.
• Exceptional written and verbal communication skills, with confidence working alongside senior leaders.
• High levels of professionalism, integrity, and trustworthiness.

Experience in the tertiary sector, or knowledge of its governance context, would be an advantage.

Pūroko | Further details

This is a full-time (37.5 hours), permanent position based in Ōtepoti, Dunedin.

We offer competitive remuneration, five weeks’ annual leave, a 6.75% superannuation scheme, and the opportunity to contribute meaningfully to a world-class tertiary institution at the highest levels of governance.

The University of Otago is a workplace that values and utilises diverse and inclusive thinking, people and behaviours. Our culture is built on respect, collaboration, and a shared commitment to equity and inclusion.

Reference number: 2600116

Contact: Hon David Clark (Registrar and Secretary to the Council)

Position details: Job Description

Further Information: Department Website

Location: About Dunedin

Tono | Application

To submit your application (including CV and cover letter) please click the apply button.

Applications quoting reference number 2600116 will close on Tuesday 10 February 2026.

Posted: 20/01/2026