About the Role
The Department of Public Works and Infrastructure is currently seeking a dedicated Administration Officer to join their Cape Town Regional Office. This pivotal role involves providing essential supervisory and administrative support for registry counter services, ensuring that the department operates efficiently and effectively in serving the public. Your contributions will directly impact the community, as you will handle crucial tasks that facilitate smooth communication and documentation within government services. By ensuring that all incoming and outgoing correspondences are properly managed, you play a vital part in maintaining transparency and accountability in the public sector.
This role is particularly important in Cape Town, a vibrant city that serves as a hub for various government activities. As an Administration Officer, you will not only be responsible for capturing invoices and managing records but also for engaging with clients and addressing their queries. Your work will be the backbone of the department’s operations, fostering a well-organized environment that supports the overall mission of public service in South Africa.
About the Department
The Department of Public Works and Infrastructure is dedicated to providing the necessary infrastructure and administrative support that underpins South Africa’s public services. With a mission to create and maintain sustainable infrastructure, the department ensures that public resources are managed effectively and that services are delivered to meet the needs of communities across the nation. Working here means contributing to a legacy of service excellence and being part of a team that values integrity, professionalism, and community engagement.
What You’ll Do
- Provide supervisory and administrative support for registry counter services.
- Capture all received invoices on the Reapatala system accurately.
- Manage incoming and outgoing correspondences effectively, ensuring timely responses to client queries.
- Distribute notices related to registry issues and facilitate requests for bulk photocopying.
- Administer an effective filing system in line with record classification protocols.
- Monitor and evaluate the records management system for compliance with guidelines.
- Oversee the registration and dispatch of mail, ensuring the delivery of confidential correspondence.
- Conduct performance evaluations and provide leadership and training to subordinates.
- Perform quality control and allocate duties to team members as required.
What You’ll Need
- A minimum of a three-year tertiary qualification (NQF Level 06) in Public Administration, Public Management, Business Management, or a related field.
- Knowledge and experience working with financial systems such as Reapatala and Archibus.
- Relevant experience in a record management environment.
- A valid driver’s license.
- Familiarity with pertinent policies, including the Electronic Document and Records Management Systems (EDRMS) and Public Finance Management Act (PFMA).
- Strong communication skills, report writing ability, and computer literacy.
- Excellent analytical thinking and interpersonal skills.
- Capability to work under pressure and maintain a client-oriented approach.
How to Apply
Please refer to the application instructions below to submit your application for the position of Administration Officer: Registry.
Requirements
A minimum of three-year tertiary qualification (NQF Level 06) / National Diploma in Public Administration/ Public Management/ Business Management or related qualification.A candidate must have knowledge and experience of working in financial systems (Reapatala, Archibus) and relevant years of working experience in Record Management environmental and a valid driver’s license.
Knowledge of Pertinent Policies: Electronic document and Records Management Systems (EDRMS), National Archives and Records Service of South Africa Act (NARSA), PFMA; National Treasury Regulations, Knowledge of Minimum Information Security Standards (MISS) Act; Public Finance Management Act; Mailing procedures; Procurement processes and procedures; Inventory systems; Records Management: Human Resources policies.
Competencies: Effective communication; Report writing; Basic numeracy; Computer literacy; Analytical thinking; Interpersonal relations; Client liaison; General office administrative and organisational skills; Knowledge and ability to distinguish the procurement files (Tenders and Quotations documents).
Personal Attributes: Ability to work under pressure; People oriented; Hard working; Assertive; Ability to communicate at all levels.
Job Duties
Provide supervisory and administration support for registry counter services.Ensure all invoices received are captured on Reapatala system.
Ensure the proper handling of incoming and outgoing correspondences.
Attend to clients’ queries.
Provide weekly/ monthly statics and report on the capturing of invoices.
Distribute notices on registry issues.
Facilitates request for bulk photocopying as required.
Administer an effective filing system according to record classification.
Continuously monitor and assess the records management system to ensure compliance with applicable guidelines and prescripts.
Ensure payment of Post Office private bag account.
Facilitates and supervise registration and dispatching of mail, and ensure confidential mail is delivered unopened.
Ensure that unclaimed of undeliverable letters are returned to the post office.
Provide general administration, supervisory functions and performance evaluation of staff.
Allocate duties and perform 95 quality controls.
Provide leadership to subordinates with regard to all aspects of work.
Facilitate training and development of subordinates.
Perform any other duties as per the requirements of the Unit.
