About the Role
The Department of Public Service and Administration is looking for a dedicated Registry Clerk: Executive Support to join their team at Umnotho House in Johannesburg. This pivotal role serves as the backbone of registry operations, ensuring that the flow of information and documentation is seamless and efficient. By providing registry counter services, you will directly contribute to the effective functioning of public services, positively impacting the community and enhancing the overall experience for clients seeking assistance.
In this role, you will engage with registry clients, addressing their queries and ensuring that all hand-delivered mail, files, and documents are accurately registered. Your attention to detail and commitment to service will be key in verifying and acknowledging receipt of important documents, while also ensuring their proper distribution to the relevant officials. By maintaining an organized registry, you help uphold the integrity and accountability of the public service, making a meaningful difference in the lives of citizens.
About the Department
The Department of Public Service and Administration plays a vital role in strengthening South Africa’s public service sector. Its mission is to ensure that the government operates efficiently and effectively, providing citizens with the services they deserve. Working in this department means being part of a larger team that is committed to transparency, accountability, and high standards of service delivery, all of which are essential in promoting trust within the community.
What You’ll Do
- Provide registry counter services and assist clients with their inquiries.
- Receive, register, and date-stamp hand-delivered mail, files, and documents.
- Sort and categorize incoming documents according to established procedures.
- Verify and acknowledge receipt of documents submitted at the registry counter.
- Distribute and route files and documents to relevant officials for processing.
- Process and prepare outgoing correspondence for dispatch, ensuring correctness.
- Track and monitor delivery of outgoing correspondence, following up on delays.
- Maintain effective filing and records management service, including archiving.
- Operate office equipment such as photocopiers and scanners for registry functions.
- Identify records due for archiving or disposal and prepare them accordingly.
What You’ll Need
- A Grade 12 certificate is essential.
- 1-2 years of experience in an executive office environment.
- Strong communication skills, both verbal and written.
- Attention to detail and strong organizational skills.
- Proficiency in operating office equipment and software.
How to Apply
To apply for the below positions, please submit your application online at http://professionaljobcentre.gpg.gov.za send an email at: GDENVrecruitment@gauteng.gov.za, quoting the relevant reference number.
Requirements
Grade 12.1-2 years’ experience in the Office of an Executive.
Job Duties
Provide registry counter services.Attend to registry clients and respond to telephonic and other registry-related enquiries.
Receive and register hand- delivered mail, files and documents in the appropriate registry registers or electronic systems.
Date-stamp, sort and categorise incoming documents in accordance with established registry procedures.
Verify and acknowledge receipt of documents submitted at the registry counter, ensuring completeness and providing confirmation of receipt where required.
Distribute and route documents and files to the relevant officials or offices for further processing.
Process Incoming and Outgoing Correspondence.
Prepare outgoing correspondence for dispatch in accordance with departmental procedures.
Verify recipients’ details, addresses and supporting documents before dispatch.
Dispatch official correspondence through approved channels, including courier, postal services, email or hand delivery.
Monitor the delivery of outgoing correspondence and follow up on delayed or undelivered items.
Maintain proof of dispatch and delivery for accountability and audit purposes.
Track outstanding correspondence and report delays or discrepancies to the relevant supervisor.
Maintain an Effective Filing and Records Management Service.
Operate office equipment, including photocopiers, scanners, printers and binding machines, to support registry operations.
Reproduce and scan official documents as required for departmental recordkeeping and administrative purposes.
Monitor the availability of paper, toner and other consumables required for the effective operation of office equipment.
Perform basic routine maintenance and troubleshooting of office equipment in accordance with operating instructions.
Operate and Maintain Office Equipment for Registry Functions.
Report equipment faults and arrange for repairs or servicing through the appropriate departmental channels.
Coordinate the Processing of Documents for Archiving and Disposal.
Identify records due for archiving or disposal in accordance with approved records retention schedules.
Assess and prepare records for archiving or disposal in line with departmental records management procedures.
Compile and update inventories and lists of records earmarked for archiving or disposal.
Arrange the transfer of records approved for archiving to the designated archival storage facility.
Facilitate the disposal of records upon approval by the authorised officials and in accordance with applicable legislation and departmental policies.
