About the Role
The Department of Education is seeking dedicated individuals to fill the role of Registry Clerk: Conditions of Service in the Alfred Nzo East and Nelson Mandela Bay areas. This position plays a vital part in ensuring the smooth operation of registry functions within the education sector, contributing to the effective management of documents and communication crucial for public service. Working in these vibrant communities, you will be directly involved in serving the needs of the public, making a difference in the lives of learners, educators, and the broader community in South Africa.
As a Registry Clerk, your daily responsibilities will include handling client inquiries, managing correspondence, and maintaining essential records. Your efforts will support the overall mission of the Department of Education, which is to provide high-quality education and to foster environments where learners can thrive. This role is essential in ensuring that all administrative tasks are conducted efficiently, allowing the department to focus on its core objectives of improving education for all South Africans.
About the Department
The Department of Education is committed to fostering an inclusive and effective education system that meets the diverse needs of learners across South Africa. With a mission to enhance educational quality and accessibility, the department plays a critical role in shaping the future of the nation. It is dedicated to implementing policies and programs that support educational excellence and equity, making it a meaningful place to work for individuals passionate about public service and community welfare.
What You’ll Do
- Attend to clients and handle telephone inquiries with professionalism.
- Receive and register hand-delivered mail and files, ensuring accuracy and timeliness.
- Sort, register, and dispatch incoming and outgoing correspondence.
- Open and close files according to the established record classification system.
- Manage the filing and storage of documents, ensuring easy retrieval.
- Complete index cards for all files and maintain an organized filing system.
- Operate and maintain the franking machine, keeping accurate records.
- Conduct spot checks on mail to ensure compliance with postal regulations.
- Supervise the processing of documents for archiving and disposal.
- Scan files electronically and prepare them for archival storage.
What You’ll Need
- A Grade 12 certificate with no prior experience required.
- Effective communication skills in both written and verbal English.
- Basic knowledge of registry duties and practices.
- Ability to capture data accurately and operate a computer proficiently.
- Understanding of the legislative framework governing the Public Service.
- Knowledge of storage and retrieval procedures relevant to the working environment.
- Familiarity with PFMA, Treasury Regulations, and Public Service Act is a plus.
- Problem-solving abilities and the capacity to manage multiple tasks efficiently.
How to Apply
Please forward your application, quoting the relevant reference number, to the link quoted in the specific advertisement below.
Requirements
A Grade 12 certificate with no experience required.Effective communication skills (written and verbal skills) and a good command of English language.
Knowledge of registry duties, practices as well as the ability to capture data, and operate computer.
Working knowledge and understanding of the legislative framework governing the Public Service.
Knowledge of storage and retrieval procedures in terms of the working environment.
Knowledge and understanding of PFMA, Treasury Regulations, Public Service Act and Employment of Educator Act.
Effective verbal and written communication skills.
Well-developed reasoning mathematical, innovative thinking as well as problem solving ability, ability to execute variety of tasks and be able to work under pressure.
Knowledge of Education Sector will be added advantage.
Job Duties
Attend to clients.Handle telephone and other enquiries received.
Receive and register hand delivered mail/files.
Handle incoming and outgoing correspondence.
Receive all mail.
Sort, register and dispatch mail.
Distribute notices on registry issues.
Opening and closing files according to the record classification system.
Filing/storage, tracing (electronically/manually) and retrieval of documents and files.
Complete index cards for all files.
Open and maintain franking machine register.
Frank post, record money and update register on a daily basis.
Do spot checks on posts to ensure that no private posts are included.
Lock post in postbag for messengers to deliver to Post Office.
Open & maintain remittance register.
Record all valuable articles as prescribed in remittance register.
Hand delivers and signs over remittances to finance.
Send wrong remittances back to sender via registered post and record reference number in register.
Keep record daily of amount of letters franked.
Supervise the processing and process documents for archiving and/disposal.
Electronic scanning of files.
Sort and package files for archives and distribution.
Compile list of documents to be archived and submit to the supervisor.
Keep records for archived documents.
